ISO 21502:2020 Clause 6.9 Post-project activities

The purpose of the post-project activities is to verify that the outcomes are sustainable, and the expected benefits are being realized.
The project sponsor for projects under programmes or portfolios, or those requiring post-closure activities should ensure that a review is undertaken to determine the degree of the project’s success, including:
a) meeting the defined objectives;
b) realizing benefits;
c) delivering organizational or societal changes or outcomes, such as operational performance;
d) achieving sustainable changes, including continuing to meet the expectations set in the business case.
Benefits and organizational or societal changes may or may not be included in the project’s scope.
Lessons learned should be captured and communicated.

Post-project activities refer to the tasks and processes that occur after the completion or termination of a project. These activities are essential for ensuring that the project’s outcomes are effectively transitioned into operational use, and that any remaining tasks or responsibilities are properly addressed. Post-project activities typically include:

1. Project Closure: Finalizing all project-related activities, documentation, and financial transactions. This may include formal sign-off from stakeholders, archiving project records, and conducting closure reviews.
2. Lessons Learned: Reviewing the project’s successes, failures, and best practices to identify lessons learned. Documenting these insights helps improve future project management processes and outcomes.
3. Benefits Realization: Monitoring and evaluating the realization of project benefits against the original objectives. This may involve tracking key performance indicators (KPIs) and assessing the impact of project outcomes on the organization.
4. Transition Planning: Developing and implementing plans to transition project deliverables into operational use. This may include training end-users, updating policies or procedures, and transferring ownership of project assets.
5. Documentation and Reporting: Completing any remaining project documentation and preparing final reports for stakeholders. This ensures that project outcomes, achievements, and recommendations are properly communicated and documented.
6. Resource Release: Releasing project resources, such as personnel, equipment, and facilities, for use on other projects or operational activities. This may involve reallocating staff, decommissioning equipment, and closing project facilities.
7. Stakeholder Engagement: Communicating with stakeholders to provide updates on project outcomes, gather feedback, and address any remaining concerns or issues. Maintaining positive relationships with stakeholders helps ensure ongoing support for project outcomes.
8. Continuous Improvement: Identifying opportunities for process improvement and innovation based on the project’s outcomes and lessons learned. Implementing changes to project management practices helps enhance future project success.
9. Project Reviews: Conducting post-project reviews to assess the project’s overall performance, identify areas for improvement, and capture feedback from project team members and stakeholders.
10. Celebrating Success: Recognizing and celebrating the achievements of the project team and stakeholders. Acknowledging their contributions helps boost morale and fosters a positive project culture.

By engaging in post-project activities, organizations can maximize the value derived from completed projects, optimize future project performance, and foster a culture of continuous improvement and learning within the organization.

The purpose of the post-project activities is to verify that the outcomes are sustainable, and the expected benefits are being realized.

Verifying that the outcomes are sustainable and the expected benefits are being realized is indeed a primary purpose of post-project activities. Overall, the purpose of post-project activities is to ensure that the investments made in the project deliver tangible and lasting benefits to the organization, its stakeholders, and the broader community. Verification of sustainability and benefit realization is a critical aspect of this process, helping organizations maximize the value derived from their projects and drive positive outcomes. Here’s why this verification is essential:

1. Sustainability Assurance: Post-project activities help ensure that the project outcomes are sustainable over the long term. This involves assessing whether the deliverables produced during the project continue to meet the needs of stakeholders and remain viable in the operational environment.
2. Benefit Realization: Post-project activities focus on monitoring and evaluating the extent to which the expected benefits of the project are being realized. This involves tracking key performance indicators (KPIs) and comparing actual outcomes with the projected benefits outlined in the project business case or objectives.
3. Continuous Improvement: By verifying the sustainability of outcomes and the realization of benefits, organizations can identify areas for improvement and take corrective actions as needed. This fosters a culture of continuous improvement, where lessons learned from past projects are used to enhance future project planning and execution.
4. Organizational Learning: Post-project activities provide an opportunity for organizations to reflect on their project management practices and outcomes. By capturing lessons learned and best practices, organizations can enhance their capabilities and knowledge base, leading to improved project performance in the future.
5. Stakeholder Satisfaction: Verifying the sustainability of outcomes and the realization of benefits helps maintain stakeholder satisfaction and confidence in the organization’s ability to deliver successful projects. This strengthens relationships with stakeholders and promotes trust and credibility.
6. Strategic Alignment: Post-project activities ensure that project outcomes align with the organization’s strategic objectives and goals. By verifying the sustainability of outcomes and the realization of benefits, organizations can validate the strategic value of their investments and initiatives.

The project sponsor for projects under programmes or portfolios, or those requiring post-closure activities should ensure that a review is undertaken to determine the degree of the project‘s success.

the project sponsor plays a critical role in ensuring that a review is undertaken to determine the degree of the project’s success, especially for projects under programs or portfolios, or those requiring post-closure activities. Here’s why this review is important and how the project sponsor can facilitate it:

1. Evaluation of Success Criteria: The project sponsor should work with relevant stakeholders to define success criteria for the project. These criteria may include meeting project objectives, delivering within budget and schedule, and achieving expected benefits.
2. Assessment of Deliverables: The project sponsor oversees the assessment of project deliverables to ensure they meet quality standards and fulfill stakeholder requirements. This may involve reviewing project documentation, conducting inspections, and obtaining feedback from end-users.
3. Measurement of Benefits Realization: The project sponsor is responsible for evaluating the extent to which the project has achieved its intended benefits. This involves tracking key performance indicators (KPIs) and comparing actual outcomes with the expected benefits outlined in the project business case.
4. Review of Lessons Learned: The project sponsor facilitates a review of lessons learned from the project to identify successes, challenges, and areas for improvement. This may involve conducting post-implementation reviews, surveys, or interviews with project team members and stakeholders.
5. Documentation of Findings: The project sponsor ensures that findings from the review are documented and communicated to relevant stakeholders. This may include preparing a post-project review report or presentation summarizing the project’s success and lessons learned.
6. Decision Making: Based on the findings of the review, the project sponsor may need to make decisions regarding project closure, continuation, or follow-up actions. This may involve reallocating resources, updating project plans, or implementing corrective measures to address identified issues.
7. Stakeholder Engagement: The project sponsor engages with stakeholders to communicate the outcomes of the review and gather feedback. This helps maintain transparency and accountability, and ensures that stakeholders are informed and involved in decision-making processes.
8. Continuous Improvement: The project sponsor promotes a culture of continuous improvement by using insights from the review to enhance project management practices and methodologies. This may involve updating project governance structures, refining processes, or providing training and development opportunities for project teams.

Overall, the project sponsor plays a pivotal role in ensuring that a thorough review is undertaken to determine the degree of the project’s success. By actively engaging in this process, the project sponsor helps to reinforce accountability, drive performance improvement, and maximize the value delivered by the project to the organization.

The review must include meeting the defined objectives.

Meeting the defined objectives is a crucial aspect of the review process overseen by the project sponsor. By including meeting the defined objectives as a key component of the review process, the project sponsor ensures that the evaluation of project success is comprehensive, objective, and aligned with organizational goals. This approach facilitates accountability, transparency, and continuous improvement, ultimately enhancing the organization’s ability to deliver successful projects. Here’s why it’s essential and how it can be incorporated into the review:

1. Alignment with Project Goals: The defined objectives serve as the foundation for the project’s purpose and direction. The review must assess whether the project has successfully met these objectives to determine its overall success.
2. Measurement of Success: The extent to which the project has achieved its defined objectives serves as a primary measure of its success. The review evaluates the degree of attainment for each objective, considering factors such as scope, schedule, budget, quality, and stakeholder satisfaction.
3. Assessment Criteria: The review establishes criteria for evaluating the achievement of each objective. These criteria may include specific metrics, milestones, deliverables, or qualitative assessments agreed upon during project planning.
4. Objective Evaluation: The review process involves objectively assessing the project’s performance against the defined objectives. This may include analyzing data, conducting interviews, surveys, or workshops, and gathering evidence to support conclusions.
5. Documentation of Results: The findings of the review regarding the achievement of defined objectives are documented and communicated to relevant stakeholders. This documentation provides a clear record of the project’s success and serves as a basis for decision-making and future planning.
6. Implications for Success: The degree to which the project has met its defined objectives has implications for its overall success and impact on the organization. The review considers these implications in assessing the project’s value proposition and contribution to organizational goals.
7. Feedback for Improvement: If objectives have not been fully met, the review identifies root causes, lessons learned, and areas for improvement. This feedback informs future project planning and execution, helping to enhance performance and increase the likelihood of success in subsequent initiatives.
8. Stakeholder Satisfaction: The review evaluates stakeholder satisfaction in relation to the achievement of defined objectives. Stakeholder feedback and perceptions play a critical role in assessing the project’s success and informing future decision-making.

The review must include realizing benefits.

Realizing benefits is a fundamental aspect of assessing the success of a project, and it should be a critical component of the review overseen by the project sponsor. By including the realization of benefits as a key focus of the review process, the project sponsor ensures that the evaluation of project success goes beyond traditional measures such as meeting budget and schedule. This approach highlights the broader impact of the project on the organization and its stakeholders, reinforcing the importance of delivering value and driving positive outcomes. Here’s why it’s important and how it can be incorporated into the review:

1. Alignment with Objectives: The realization of benefits is often one of the primary objectives of a project. Therefore, assessing whether these benefits have been achieved is essential for determining the project’s overall success.
2. Value Creation: The ultimate goal of a project is to create value for the organization, which is typically realized through the achievement of specific benefits. The review evaluates the extent to which the expected benefits have been realized and the impact they have had on the organization.
3. Benefit Identification: The review identifies and categorizes the benefits expected from the project, which may include financial gains, increased efficiency, improved customer satisfaction, or strategic advantages.
4. Benefit Measurement: The review establishes metrics and measures for quantifying the realization of benefits. This may involve tracking key performance indicators (KPIs), conducting surveys, analyzing data, or using other methods to assess the impact of project outcomes on the organization.
5. Assessment Criteria: The review defines criteria for evaluating the realization of benefits, such as the timeliness, magnitude, sustainability, and alignment with organizational goals. These criteria provide a basis for assessing the success of the project in delivering value.
6. Documentation of Results: The findings of the review regarding the realization of benefits are documented and communicated to relevant stakeholders. This documentation provides insights into the tangible outcomes and value created by the project.
7. Continuous Monitoring: Benefit realization is an ongoing process that extends beyond the project’s completion. The review establishes mechanisms for monitoring and evaluating the continued realization of benefits over time, ensuring that the organization continues to derive value from the project outcomes.
8. Feedback for Improvement: If certain benefits have not been fully realized, the review identifies root causes, barriers, or challenges hindering their achievement. This feedback informs corrective actions and future project planning, helping to improve the organization’s ability to deliver value in future initiatives.

The review must include delivering organizational or societal changes or outcomes, such as operational performance.

Reviewing the delivery of organizational or societal changes or outcomes, such as operational performance, is critical for assessing the overall success and impact of a project. By including the delivery of organizational or societal changes or outcomes, such as operational performance, as a key focus of the review process, the project sponsor ensures that the evaluation of project success goes beyond traditional measures of project management performance. This broader perspective emphasizes the project’s impact on the organization and its stakeholders, reinforcing the importance of delivering tangible benefits and driving positive change. Here’s why it’s important and how it can be incorporated into the review overseen by the project sponsor:

1. Alignment with Strategic Objectives: Organizational or societal changes often align with broader strategic objectives or priorities. The review evaluates the extent to which the project has contributed to these changes and whether they support the organization’s strategic direction.
2. Operational Performance Improvement: Many projects are initiated to address specific challenges or opportunities within the organization, such as improving operational efficiency, enhancing customer service, or increasing market competitiveness. The review assesses the project’s impact on operational performance metrics, such as productivity, quality, cost-effectiveness, and customer satisfaction.
3. Change Management Effectiveness: Projects often involve implementing changes to organizational processes, systems, or structures. The review evaluates the effectiveness of change management efforts in facilitating the adoption of these changes and mitigating resistance among stakeholders.
4. Stakeholder Engagement and Collaboration: Successful projects involve engaging and collaborating with various stakeholders, both within and outside the organization. The review assesses the effectiveness of stakeholder engagement strategies in promoting collaboration, communication, and alignment of interests.
5. Societal Impact: Some projects have broader societal implications beyond the organization, such as environmental sustainability, public health, or community development. The review evaluates the project’s contribution to societal well-being and its alignment with social responsibility objectives.
6. Performance Metrics and KPIs: The review establishes performance metrics and key performance indicators (KPIs) to measure the delivery of organizational or societal changes or outcomes. These metrics may include specific targets or benchmarks related to operational performance, stakeholder satisfaction, or societal impact.
7. Data Analysis and Reporting: The review analyzes data and performance indicators to assess the project’s impact on organizational or societal changes or outcomes. This analysis may involve comparing baseline and post-project performance, identifying trends or patterns, and quantifying the project’s contribution to overall results.
8. Feedback for Continuous Improvement: The review provides feedback on the effectiveness of project interventions and strategies for achieving organizational or societal changes or outcomes. This feedback informs continuous improvement efforts and future project planning, helping to enhance the organization’s capacity to deliver meaningful results.

The review must include achieving sustainable changes, including continuing to meet the expectations set in the business case.

Ensuring that sustainable changes are achieved, including continuing to meet the expectations set in the business case, is crucial for evaluating the long-term success and impact of a project. By including the achievement of sustainable changes, including continuing to meet the expectations set in the business case, as a key focus of the review process, the project sponsor ensures that the evaluation of project success considers the long-term impact and value delivered by the project to the organization. This approach emphasizes the importance of delivering lasting benefits and driving positive change that endures beyond the project’s completion. Here’s why it’s important and how it can be incorporated into the review overseen by the project sponsor:

1. Business Case Alignment: The business case serves as the foundation for the project, outlining its objectives, expected outcomes, and anticipated benefits. The review evaluates the extent to which the project has delivered on the promises made in the business case and whether these outcomes are sustainable over time.
2. Long-Term Impact: Sustainable changes are those that endure beyond the project’s completion and continue to deliver value to the organization. The review assesses the project’s impact on organizational processes, systems, culture, and performance, with a focus on long-term sustainability.
3. Performance Monitoring: The review establishes mechanisms for monitoring and evaluating the ongoing performance of project outcomes against the expectations set in the business case. This may involve tracking key performance indicators (KPIs), conducting surveys, or analyzing data to assess sustainability.
4. Adaptation and Resilience: Sustainable changes require the ability to adapt to changing circumstances and remain resilient over time. The review evaluates the project’s resilience to external factors, such as market trends, regulatory changes, technological advancements, and organizational dynamics.
5. Continuous Improvement: The review identifies opportunities for continuous improvement to ensure that sustainable changes are maintained and optimized over time. This may involve implementing feedback mechanisms, conducting periodic reviews, and updating processes or systems as needed.
6. Stakeholder Engagement: Sustainable changes often rely on the support and engagement of stakeholders throughout the organization. The review assesses stakeholder perceptions, satisfaction, and commitment to sustaining project outcomes, fostering a culture of ownership and accountability.
7. Risk Management: The review evaluates the effectiveness of risk management strategies in identifying and mitigating threats to the sustainability of project outcomes. This may involve assessing risks related to resource constraints, dependencies, external factors, and change management challenges.
8. Documentation and Reporting: The review documents the findings regarding the achievement of sustainable changes and communicates them to relevant stakeholders. This documentation provides a basis for decision-making, performance management, and future planning.

Benefits and organizational or societal changes may or may not be included in the project’s scope.

Benefits and organizational or societal changes may or may not be explicitly included in the project’s scope, depending on the project’s objectives, stakeholders’ expectations, and the nature of the project itself. Here’s how these elements can be considered in relation to the project scope:

1. Inclusion in Project Objectives: If the project’s objectives explicitly involve delivering specific benefits or driving organizational or societal changes, then these elements would likely be included in the project scope. For example, a project aimed at implementing a new customer relationship management (CRM) system may explicitly include objectives related to improving customer satisfaction and enhancing operational efficiency.
2. Implicit Consideration: Even if benefits and organizational or societal changes are not explicitly stated in the project’s scope, they may still be implicitly considered as part of the project’s broader context or expected outcomes. For instance, a project to upgrade internal IT infrastructure may not explicitly mention improving employee productivity as part of its scope, but this could be an implicit expectation or anticipated benefit.
3. Dependency on Project Outputs: The realization of benefits and organizational or societal changes may depend on the successful delivery and implementation of project outputs. While these elements may not be directly within the project’s scope, they are influenced by the project’s outcomes and are therefore relevant considerations during project planning and execution.
4. Interconnectedness with Stakeholder Expectations: Stakeholders may have expectations regarding the benefits or changes they expect to see as a result of the project, even if these are not explicitly defined in the project scope. Managing stakeholder expectations and ensuring alignment with project objectives are essential aspects of project management, regardless of whether these elements are formally included in the project scope.
5. Post-Project Considerations: Even if benefits and organizational or societal changes are not within the project’s initial scope, they may become relevant during post-project activities, such as benefits realization efforts or assessments of project impact. Project sponsors and stakeholders may subsequently prioritize these elements as part of ongoing organizational or strategic objectives.

In summary, while benefits and organizational or societal changes may or may not be explicitly included in the project’s scope, they are important considerations that can influence project planning, execution, and evaluation. Project managers and sponsors should carefully assess stakeholders’ expectations and project objectives to ensure that these elements are appropriately addressed throughout the project lifecycle.

Lessons learned should be captured and communicated.

Capturing and communicating lessons learned is a critical aspect of effective project management. Here’s why it’s important and how it can be done:

1. Continuous Improvement: Lessons learned provide valuable insights into what went well and what could be improved in future projects. By capturing and sharing these lessons, organizations can continually refine their project management practices and enhance their overall effectiveness.
2. Knowledge Sharing: Lessons learned allow organizations to leverage the collective knowledge and experiences of project teams. By sharing lessons across projects and teams, organizations can avoid repeating mistakes and capitalize on successful strategies and best practices.
3. Risk Mitigation: Lessons learned help identify potential risks and pitfalls that may arise in future projects. By understanding past challenges and their resolutions, project teams can proactively mitigate risks and avoid costly delays or errors.
4. Enhanced Decision-Making: Lessons learned provide valuable insights that can inform decision-making processes at all levels of the organization. Whether it’s selecting vendors, allocating resources, or defining project strategies, decision-makers can benefit from the knowledge gained through past experiences.
5. Organizational Learning: Capturing lessons learned fosters a culture of learning and continuous improvement within the organization. By encouraging open dialogue and reflection, organizations can create an environment where individuals feel empowered to share their experiences and contribute to collective learning.
6. Stakeholder Engagement: Sharing lessons learned with stakeholders demonstrates transparency and accountability. It shows that the organization is committed to learning from past experiences and continuously improving its project management practices to deliver better outcomes.
7. Project Closeout: Lessons learned are an essential component of project closeout activities. As part of the project closure process, project teams should document and communicate key insights and recommendations to relevant stakeholders, ensuring that valuable knowledge is not lost when the project concludes.
8. Documentation and Repository: Organizations should establish a centralized repository or database to capture and store lessons learned from projects. This repository serves as a valuable resource for future projects, enabling easy access to relevant insights and experiences.

Overall, capturing and communicating lessons learned is essential for maximizing the value derived from past projects and improving future project outcomes. By fostering a culture of learning and knowledge sharing, organizations can drive innovation, mitigate risks, and achieve greater success in their project endeavors.