June 15, 2016

End of project report - M-14

Set up the collection and distribution of feedback on a project or job

1. Scope

This document is a guideline establishing end-of-project evaluation. Its purpose is to standardise the presentation of the reports by defining the preparation, the content and the form, in order to make their preparation and improve the efficiency.

2. Fundamentals

The following rules are applicable to the end-of -projects evaluation establishing:

  • The project manager or contract manager is responsible,
  • In order to make the report easier to write, the required information shall be progressively collected, throughout all the phases of the project, by the main players involved (the Product Assurance Manager, supported by the Project Manager, should act as a "stimulus"),
  • The information required by the manufacturers to establish this report shall be defined in the contractual clauses.

 

3. Coverage

This document is applicable to all projects.

Its coverage shall be adapted according to:

  • The interest and usefulness of the information acquired,
  • The specific aspects of each contract or project (size, technological innovations, specific organisation, etc.).

 

This project report is to be finalised at the end of development, with the operating phase relayed by an experience feedback process (RD), and by Project Operational Reviews.

For a project that has not been beyond its phase A or B, the writing of an end-of-project report is nevertheless recommended.

4. Reference documents

RD RNC-CNES-M-HB-10-503 Guide pour l'établissement du bilan de fin d'affaire ou de projet

5. Content of the end-of-contract/project evaluation

5.1 Information level

Generally speaking, the report shall contain only information that is useful for meeting the objectives described below.

Purely descriptive or historical elements shall not be included unless they are essential to the understanding of the preceding points, and shall be kept to the strict minimum that is necessary.

The end-of-contract/project report contributes to compiling information and providing information feedback, and provides a means of:

  1. assessing the project from a contractual, technical, financial and programme point of view, in order to:
    • appreciate the general context and its evolution
      • organisation
      • choice or main decisions, and associated argumentation
    • know the major facts that have had an effect on progress,
    • assess the extent to which the objectives have been met
      • technical performance
      • cost and schedule
    • understand the main reasons for any deviations (positive or negative) with respect to the objectives
    • assess the suitability of the used facilities
  2. capitalise know-how in order to:
    • derive useful information towards the future projects (techniques, management, organisation), and identify the methods, techniques and tools that have demonstrated their efficiency,
    • store the information from the reports, for the purpose of information feedback (RD)

 

5.2 Standard summary

Scope - General characteristics and reminders of the main objectives

Project overview

Contractual organisation and industrial structure

Main initial objectives: technical, schedule, programme-related.

Summary status report on the technological innovations and choices made

Architectural or technological choices and associated reasons

New technologies used.

Risk portfolio: main risks accepted at the outset.

Main difficulties and anomalies encountered

For each phase, and for each theme (technical, financial, schedule, organisational, programme-related), these difficulties are to be presented in the form of a table for each theme identified.

Difficulty or anomalySolution provided, technical / schedule / financial impactExperience feedback [if necessary, reference to the appendix containing the REX sheets]
    

 

Conclusion in the form of a summary with respect to the initial risk portfolio and the conclusions of the phase initiation reviews.

Strengths and noteworthy practices

This consists in highlighting what was successful and what should be used as an example or guide for future contracts.

Noteworthy pointReasonExperience feedback [if necessary, reference to the appendix containing the REX sheets]
    

 

Deviations (positive or negative) with respect to the initial objectives

Summary of events that had an important impact on the various themes listed below (e.g. hypotheses change, requirements modification, technical limitations, imprecise contractual clauses or reservations, impact of CNES supplies to the Prime Contractor, cost / performance compromises, etc.)

  • Technical performance
  • Schedule
  • Organisation
  • Programme
  • Finance

 

For each heading, use a free style that should normally refer to the item numbers of the two previous sections, with added elements of information that are required for an understanding of the deviations.

Quality aspects

This heading can be a summary of the Project Quality Report, from which the following are excerpted:

  • the outstanding points concerning Product Assurance
  • The analysis used to take this Simplified Standard Guide (GNS) into account (opportunities, difficulties and associated reasons, risks taken)

 

Customer satisfaction

Supplier feedback

  • Experience feedback report prepared jointly by the First Level Customers and Prime Contractors in order to track the processes involved in the discovery of the main difficulties (shared points of view) and suggested plans for improvement.
  • Summary of supplier assessments (the supplier assessment sheets shall be provided in appendix, or in a separate document).

 

Experience feedback

Appendix that consists of a compilation of the experience feedback sheets collected during the course of the project (for the format, refer to the RD).

Conclusion and noteworthy findings

Add an annex to identify the list ok key persons who were in charge of the project development. This information will be useful in case of search of informations several months or years after commissioning phase.

6. End of project report

The project team shall organise a meeting to present its end-of-project report, in order to complete the hand-over of its experience to its project counterparts.

Activities / documentation

Published in: