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Melbourne Polytechnic Bachelor of Information Technology
Purpose of the
Post Project Review
It is important right from
the beginning to point out that this is a report on what has been done in the
project and what has been learnt from doing the project. To do that you need to
ensure that you do two things: compare what you proposed to do versus what you
actually did, and reflect on how you went about it.
A Post Project Review is
intended to concisely summarize the outcomes of a project and it is an integral
part of the closing stage of a project. A Post Project Review is commonly used
to document project successes, problems encountered, lessons learned and
performance in order to help an organisation with the management of future
Over the last year you have
written a lot in these subjects and presented on numerous occasions. By now you
should be able to prepare a written document in a professional manner. You
should be aiming for around 1200 – 1500 words. Make sure to spell and grammar
check the document.
Write in past tense, that is, what you did, not what you are going to
do. For that reason, if you take some material from the original plan then you
will need to change the tense.
Finally, remember this is a
template. Templates are common in business for clear communication. Do not
change the structure or the font size of the document. It could be that you
need to put in some subheadings under major sections. That is fine, but make
sure to update the Table of Contents.
Make sure to delete this entire page before submitting this document.EXECUTIVE SUMMARY
You saw these instructions in BIT371. You should now know the purpose of
an Executive Summary.
There are numerous examples of Executive Summaries and how to write them
on the internet. Type “Executive Summary” into Google and you will come up with
a number from tertiary institutions. I have replicated the following from
Writing an Executive Summary
An executive summary is usually required for Business, Engineering
and Science reports or proposals.
It is a fully developed
mini-version or overview of the Post Project Reviewso it is not merely an
Summary aims to:
· provide a brief overview of the whole report so
that executives or managers could read the executive summary alone without the
· allow the reader to quickly understand the
information contained in the report persuade the reader that the document is
worthy of being read.
· provide concise, complete, specific and
self-sufficient information that can be understood in
How to write an
Note: this is a general summary which refers to reports and plans of
different types. Only use what is appropriate.
Write the executive summary
in your own words, using a formal writing style. Avoid using jargon.
State the purpose/aim of the
report. For example, the main purpose of this report is to……
Describe the procedure that you used.
The methodology or analytical process used to process the data collected.
Provide the results of the
study. The major findings may include a number of sentences.
The recommendations (if
applicable) should also be provided.
Edit the summary to remove
minor points; judgement is required to ensure that the summary is
Remove unnecessary words
and sentences. Check accuracy of grammar, spelling, sentence and paragraph
Use formatting and graphics
to highlight the message. Clarity of the summary can be improved through usage
of bullet points and subtitles in the organisational structure. This will also
make it easier for the reader to skim read.
involved in writing an Executive Summary
The executive summary
should be no more than a page in length and should provide an adequate
representation of the entire document in a shortened form.
The executive summary is
provided on a separate page at the beginning of the report before the Table of
An impersonal writing style
is used so as to ensure that the report remains formal especially if the
audience is your manager or supervisor.
At least one sentence is
provided for each main section of the report
The key points in the
executive summary should be presented in the identical order as they appear in
the report so as to encourage logical flow and cohesion.
It may be useful to write
the executive summary after you have written the whole report so that it more
accurately reflects the content of the report.
Avoid recycling sentences
or paragraphs from the body of the report as this can be repetitious for the
Please check with your
lecturer or tutor concerning the word length. Generally, the executive summary
can be approximately 10% of the total word length.
Remember to look at ‘Report
Writing’ and ‘Writing in the Third Person’ for more information about making
strategic and useful notes.
Bovee, C.L., & Thill,
J.V.(2005). Business Communication Today. (8th ed.). New Jersey:
(2007). ContemporaryBusiness Report Writing. (3rd ed.). USA: Thomson
University of Canberra,
Academic Skills Centre (2010). , Report Writing http://www.canberra.edu.au.studyskills/writing/reportsI
University, (2010). The abstract/synopsis/executive summary.
http://www.dtls.cqu.edu.au/clc/2_1_4.htmlThe University of Queensland http://www.uq.edu.au/studentservices/phdwriting/phlink08.html
Additional learning tools /
Sources of information
See www.griffith.edu.au/library/workshops-training/self-help-resourcesfor further resources to complement this
the Project Title Here
Instructions: This section
is designed to tell the reader what the Post Project Review is about and to
provide a guide to the remaining sections. Tell the reader the structure and
what is in the Post Project Review. It should provide contextual
information, that is, relate to the project and the progress you made.
Again, this is an
introduction to the documentand should only provide broad
details. Use words like “The purpose of this document is to report
on….” and then “This document covers …”
Project Background and Justification
Instructions: This section
is a combination of the background to the project and its justification.
Start by providing a broad
overview of the business and what they do. It does not have to be all that
long, however, make sure you set the context for the problem.
Next, outline the problem
or opportunity that the organisation had and thus the reasons for the project.
While it is possible for
you to use some of the material from the backgroundsection from the original
project plan, remember to be clear about why this project was undertaken. Your
focus should be on describing the problem that the business needed to solve (or
opportunity to exploit).
outline the objectives of the project.
By now you should know that
objectives are not scope. In addition, objectives need to be SMART and have
guided what you created. If you have produced something that is unlikely to
fulfil those objectives, then you have produced the wrong system.
Remember, these are the
outcomes of the project not what you produced.
Planned Minimum Viable Product
Instructions: Right from
the beginning we emphasised that you had to identify all the work that needed
to be done. It set the boundary between what you were expected to do and not
You should outline the
initial Minimum Viable Product which was in the project plan. Remember, scope
is not just features or components of the system. You had to do a lot more.
Again, outline what was originally proposed in scope, that is, what work you
expected to do and, if appropriate, the standard that was set (that is,
Summary of Changes to the MVP
Instructions: It is not
unusual that the MVP will change, in fact, in an Agile environment with a
client focus, change is expected. That said, there is a difference between
minor changes to satisfy client requirements, and major changes to scope due to
some significatn issue(s). Every project will have some variation albeit small
Start with an outline of
the changes to the scope of this project and the reasons for the changes.
Examine such things as:
· How the MVP
changed over the life of the project – both more functions or less functions
· How scope
change impacted on the project, that is, explain the effect that any approved
changes had on the work required and on the Project Plan.
Outline any things that
were expected to be done but were not. Outline any unexpected factors.
You may have done a basic
risk assessment or at least had some idea of the problems that might have
existed from the very start.
· Did they
· Were there any
risks or problems which you felt you could have identified earlier on in the
· What do you
feel prevented you from identifying them, or were they unavoidable and
· What caused it?
- your inexperience, communications, client management and so on. This will
include requirements, additional work and changes to quality or standards.
Work Completed - The Final MVP
Instructions: This is a
major section in any Post Project Review. It should outline what you completed
in the project. How you show what you have done will vary according to the
project. It may include screen shots, diagrams, tables and so on to support your
outline of the work done. Don’t just put in heaps of screen shots. Put in
significant features or components and explain them. Don’t overdo it!
Focus on the major
features, functions or aspects of the system that you completed
You may wish to put in additional
things in an appendix at the end of this document. Again, don’t overdo it!
Lessons Learned and Recommendations
Note: the content of thissection is like a self-reflection but for a
group not an individual. Your team should brainstorm on lessons learned to come
up with some agreed points.Instructions: This too is a vital part of any closing Post Project
Review in a project. Although the Post Project Review is used to outline what
was done, it is also used to document lessons learned in order to help an
organisation with the management of future projects. However, we want you to
reflect back on the year-long experience and, with that in mind, outline what
you learnt from your experience. Summarise the
lessons learnt during the project, what went well and what you would do
differently next time. Think about the project’s successes (and failures), the
areas which you think need to change and outline recommendations you would make
for future projects in this area or for students in general. Ask yourself:
· What parts of
the project went well? Not so well?
· What do you
think could be better?
· How would you
do the development differently?
· Were there any
barriers to success?
· What techniques
and approaches worked and what techniques and approaches didn’t work
· What steps
would you advise members of a similar project to undertake in the future.
Remember to cover both
technical competencies (that is your technical skills), project management
knowledge and skills, as well as your professional-ready (job ready) skills.
The final ones relate to the Graduate Attributes such as oral & written communication,
research skills and so on.
You might even like to make
recommendations about the subject, its structure and content.
· How was it
working in a group?
problems/benefits did COVID-19 restrictions create for the project
· As you know you
used an agile/scrum or sprint-based development and reporting methodology this
semester. The project was broken into a series of two week sprints. You were to
develop products (or deliverables) at each stage. What did you think of this? Did
it help with group work?
· Has your
experience in these subjects helped you with your technical knowledge, project
management and/or professional skills?
There are a number of
sources on the internet that you can use to help you write a conclusion. One is
from Monash University and is at URL http://www.monash.edu.au/lls/llonline/writing/business-economics/marketing/2.2.3.xml
When you finish writing,
leave yourself time to stand back from your report so you can get some
perspective on it. Read the whole thing through again, making notes before you
start the conclusion.
There are some important
things you need to do in the conclusion:
· You need to
link it to the rest of your Post Project Review.
· You need to
highlight the significant elements from your Post Project Review
· You need to
draw out the main points you want to make about the topic - and make them at a
You need to avoid
introducing new material.
A conclusion is just that –
a summary. I have seen a number ofPost Project Reviews that have a conclusion
that has different findings from the introduction, or a conclusion that introduces
something completely new. Neither are acceptable
Summarize what you have
said in the Post Project Review in no more than one or two short paragraphs
complete case study is attached below