Once you’re satisfied with the project deliverables, you
will need to move into the transfer of ownership of the project. You, the owner
of the project, will release it to the organization so that the deliverables may
go into production.
The client, whether that be the end user on a workstation or
an administrator in a behind-the-scenes release such as a new server
installation, will accept the project using one of two methods:
Informal Acceptance The informal acceptance
does not include a sign-off of the completion or even the acknowledgment of the
deliverables. An example of the informal acceptance is a project that ends on
deadline whether or not the deliverables are finished—for example, a project to
organize and build an application for a tradeshow demo. The tradeshow will
happen regardless of the completion of the project.
Another example is a project that creates a deliverable that
doesn’t require additional testing to prove the implementation. Imagine a
short-term project to replace all of the printers in the organization with newer
models. The implementation of the new printers is obvious. You’ve configured a
script to install the printer driver on all of the workstations in the network
to automate the end-user installation. All of the print jobs are controlled
through a central printer server so the end users experience little impact from
the implementation other than their print jobs come out of a new print device.
Formal Acceptance The formal acceptance of a
project’s deliverables is a process that is completed by the client of the
project and the appropriate members of the project team. This is the preferred
method of client acceptance. These acceptances are contingent on a project
acceptance agreement. The project acceptance agreement is typically written very
early in the project timeline and in alignment with the defined project
deliverables. The document clearly explains what qualifies for an acceptance of
the deliverables. These are typical of application development projects and
often consist of a checklist of the required features of the project.
The client and the team members will test the deliverables against
the acceptance agreement to confirm that the deliverables exist. The sidebar “Application Development Acceptance
Agreement” shows an example.
Development Acceptance Agreement
The purpose of the project “Learning Management System” is
to create a web-based reporting system to log the hours an employee completes in
the corporate continuing education department. The application must provide for
the items in the following checklist to be accepted:
An intranet-based portal that allows the corporate training
department to submit completed classes via a form.
An intranet-based portal that allows human resources,
trainers, and management to view the classes completed by each employee.
Managers should only be allowed to see the classes completed by the employees
within their supervision.
An intranet-based portal that allows employees to view
An intranet-based portal that allows employees to view the
available classes and to register for upcoming classes.
Registration requests must be automatically forwarded to the
registering employee’s managers for approval and to the continuing education
Upon approval of the class by the employee’s manager, the
class enrollment should increase by one to reflect the new class
Should the class become full during the approval process,
the student and the manager should receive an offering of the next available
class, for which the student will have a priority over new attendees.
The registration feature should also allow management and
participants to cancel their participation or trade enrollment with another
When a student enrolls for a class, the corporate calendar
should indicate that the student is busy during class hours. Should the student
cancel his attendance, his calendar should be updated to indicate the time is
The application should send an e-mail to class participants
reminding them of their enrollment and the class hours one day before the class
is to start.
The application created in this project meets the preceding
criteria and the project is accepted as whole and complete.
Project Manager Project Client