Project Close Out

Topics: Project management, Management, Best practice Pages: 10 (2007 words) Published: March 17, 2013
The purpose of this document is to provide guidance on the practice called Project Close-Out and to describe the practice overview, requirements, best practices, activities, and key terms related to these requirements. In addition, templates relevant to this practice are provided at the end of this guide.

Practice Overview
The practice of project close-out finalizes all project activities completed across all phases of the project to formally close the project and transfer the completed or cancelled project as appropriate. The purpose of project closeout is to assess the project, ensure completion, and derive any lessons learned and best practices to be applied to future projects. However, in multi-phase projects, the close-out practice may be applied at various stages of the project; upon deliverable completion, upon phase completion, upon iteration completion, at designated times during the project’s life, or at whatever other juncture represents a completed segment of project work. Applying the close-out practice in this manner closes out only the portion of the project scope and associated activities applicable to that portion of the project. The practice of project close-out consists of two main activity groups: Administrative Closure – The administrative closure process defines activities, interactions, and related roles and responsibilities of the project team members and other stakeholders involved in executing the administrative closure procedure for the projects. Performing the administrative closure process includes integrated activities to collect project records, analyze project success or failure, gather lessons learned, transfer the project products or services to production and/or operations, and archive project information for future use by the organization. Among other activities administrative closure includes: • Confirming the project has met all sponsor, customer, and stakeholder requirements • Verifying that all deliverables have been delivered and accepted • Validating exit criteria have been met

Contract Closure – Contract closure includes activities and interactions needed to settle and close any contract agreements established for the project, as well as those related to supporting the formal administrative closure of the project.

Contract closure involves verification that all work has been completed correctly and satisfactorily, updating of contract records to reflect final results, and archiving information for future use. Among other activities contract closure includes:

• Confirming the project has addressed the terms and conditions of the contracts • Confirming completion of exit criteria for contract closure • Formally closing out all contracts associated with the completed project Project close-out should be anticipated and planned as early as possible in the project lifecycle even though it is often the last major process of a project’s life. At a high-level, the key elements of project close-out are:

• Verify acceptance of final project deliverables
• Conduct post-project assessment and lessons learned
• Conduct post-project review and evaluation
• Recognize and celebrate outstanding project work
• Disburse project resources – staff, facilities and automated systems • Complete and archive final product records
• Ensure transfer of knowledge
UP Version: 11/30/06

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Verify Acceptance of Final Project Deliverables
The first step of the close-out process is the customer’s acceptance of the final deliverables of the project. This is a critical and important step, because it signifies that the customer agrees that the scope of the project and its deliverables are complete and were delivered as agreed upon by all parties. Acceptance is based upon the success criteria defined in the initiating and planning phases of the project. This acceptance...
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