HLTH 5683 Module 6 Project Closeout and Handover Report Example

Handing Pharmacy a Room It Can Run: Closeout and Operational Handover for a Hospital Sterile Compounding Suite

Student Name

American College of Education

HLTH5683: Project Management for Healthcare Administrators

Module 6 Assignment

Instructor Name

November 12, 2029

Deliverables Against the Charter

When the invented community hospital chartered its new compounding cleanroom, it wrote down four objectives. The first, a suite certified to its two air-cleanliness classes, the tighter one for the buffer room and the looser one for the ante-room, was met on July 29, 2029, on the second certification attempt; the first, on July 15, failed because the pressure differential between the ante-room and the corridor fell below the required value when the corridor doors opened. The second objective, three consecutive months of environmental monitoring within action levels, was met at the end of October, with one viable air sample in August above the alert level but below the action level, investigated and attributed to a cart wheel that had not been cleaned before entry. The third, no interruption in compounding, was met: the pharmacy compounded throughout, in the temporary cleanroom from February to August. The fourth, completion within the approved budget, was met with $101,000 to spare.

The other deliverables are also complete: written procedures for garbing, cleaning, environmental monitoring and compounding in the new suite, approved by the designated person for sterile compounding; training and competency assessment for all 18 compounding staff, including hands-on tests in the new suite; and the handover package described below. A project is not finished when the room is built; it is finished when someone else can keep it working without the project team.

Final Cost and Schedule

The final cost was $1.939 million against an approved budget of $2.04 million. Work within the $1.88 million cost baseline came in at $1.86 million, including the $14,000 second pass-through approved as a change, because the primary engineering controls were bought below estimate. Contingency spending totaled $79,000 of the $157,000 held. Hidden conditions behind one wall, an abandoned plumbing chase that had to be capped and sealed, used $41,000 against the risk of hidden conditions. The failed first certification used $38,000: two additional weeks of temporary cleanroom rental and a second balancing visit, against the certification risk. The remaining $78,000 of contingency returns to the capital fund.

The suite opened on August 6, 2029, five days after the charter's target of August 1. The two-week schedule buffer absorbed most of the certification failure, but the recertification date depended on the certifier's availability, which added the final days. The earned value indexes had warned of the construction delay in March, when the schedule index fell to 0.93, and the contractor's added Saturday shifts recovered all but three days of it.

The Handover Package

Operations receives a package organized around what pharmacy and facilities must keep doing. For the room: certification reports, as-built drawings, air balance data, the pressure monitoring system's set points and alarm routing, now to both the pharmacy and the facilities engineering desk, warranties and maintenance schedules for the air handling unit and filters, and the contact for the certifier. The national sterile compounding standard requires classified areas and primary engineering controls to be recertified at least every six months (United States Pharmacopeia, 2022), and the next certification is scheduled for January 2030 with a standing purchase order in place. For practice: the approved procedures, the environmental monitoring plan and schedule, the training records and the competency schedule for each compounding employee.

For the business case: the baseline of $640,000 a year in outsourced preparations, the target reduction of at least 60 percent in the first full year and the monthly purchasing report that will measure it. The project's benefit depends on decisions the project team no longer controls, such as which preparations the pharmacy brings in-house and how procurement renegotiates the outsourcing contract, so the measure now belongs to the director of pharmacy, who will report it to the chief pharmacy officer quarterly.

Open Items

Three items remain open, each with an owner and a date. Two ceiling tiles in the ante-room have minor gaps at the grid, found on the final walk-through; the contractor will reseal them by November 22, and the designated person will confirm. The pressure monitoring software sends alarms by email but not yet to the facilities paging system; the facilities engineering manager will complete the integration by December 15. The spare conduit left for future intravenous workflow software is not labeled on the as-built drawings; the facilities project manager will correct the drawings by November 30. None affects the suite's certification or use. The director of pharmacy signed formal acceptance of the suite and the handover package on November 8, 2029, subject to these items, and the project team was released the same day.

Closing With Stakeholders

Closeout also means telling each audience in the communication plan that the project is over and who to call now. The inpatient wards, surgery and the birthing unit received a notice from the director of pharmacy confirming that compounding had moved permanently to the new suite, which preparations would now be made in-house with longer dating and whom to call with questions, now the pharmacy's operations line rather than the project team. The state board of pharmacy received the final certification report, and the building official closed the permit after the final inspection. Procurement received the pharmacy's first three months of in-house volume to use in renegotiating the outsourcing contract, one of the charter's exclusions that now has the information it needed.

The project team was thanked in person at the pharmacy staff meeting, including the technicians who compounded in a temporary room for six months, and each team member's supervisor received a short note describing their contribution. The project's files, including the change log, risk register, earned value reports and meeting notes, were archived in the facilities project management office's shared drive, where the next cleanroom or pressurized room project can find them.

Lessons Learned, Written as Actions

Organizations often collect lessons without using them. Williams (2008), studying how organizations learn from projects, found that although many had some process for capturing lessons, few felt those processes worked well, and lessons often went unused. The team therefore wrote each lesson as an action for a named function. First, facilities project management will add a pressure test with doors cycling, under realistic corridor traffic, to the pre-certification checklist for any pressurized room, since that test would have caught the first failure. Second, the project management office will make joint ownership of the infection control risk assessment by infection prevention and the project manager its standard for construction near clinical areas; it prevented any contamination event across five months of work beside two active compounding rooms.

Third, schedule analysis should include temporary facilities as full activities, since the temporary cleanroom, not the permit, turned out to set the date. Fourth, the pharmacy will contract for certifier availability in advance for any future recertification that follows construction, rather than relying on the certifier's normal queue. The Project Management Institute (2021) treats capturing and transferring knowledge as part of closing a project, and each of these lessons has been sent to the function that will use it, not only filed with the project. A lesson is learned only when the next project does something differently because of it.

References

Project Management Institute. (2021). A guide to the project management body of knowledge (PMBOK guide) (7th ed.). Project Management Institute.

United States Pharmacopeia. (2022). General chapter <797> pharmaceutical compounding: Sterile preparations. United States Pharmacopeial Convention.

Williams, T. (2008). How do organizations learn lessons from projects: And do they? IEEE Transactions on Engineering Management, 55(2), 248-266. https://doi.org/10.1109/TEM.2007.912920