Close Out Requirements
Introduction:
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. According to the PMBOK, the close project or phase is the process of finalizing all activities across all of the management process groups to formally complete the project or phase (2008, p.65). When closing a project, PMs will review all prior information from the previous phase to ensure that all requirements are met. The Project Closeout Phase is the last phase in the project lifecycle. Closeout begins when the user accepts the project deliverables and the project oversight authority concludes that the project has met the goals established. The major focus of project closeout is administrative closure and logistics.
Project closeout includes the following key elements:
• Turnover of project deliverables to operations
• Redistributing resources—staff, facilities, equipment, and automated systems
• Closing out financial accounts
• Completing, collecting, and archiving project records
• Documenting the successes of the project
• Documenting lessons learned
• Planning for Post Implementation Review
Activities and Documents in the Closeout Phase
The major activities in the Closeout Phase are shown in the diagram below, (Figure 1.1) consist of tasks that are typically administrative and logistical in nature. Initially, the focus is on performing the tasks associated with dispensing and reconciling personnel, property, and funding. When these tasks are finished, the attention of the project manager is focused on documentation of lessons learned and project closure. At some predetermined point, a Post Implementation Review of the project deliverables is conducted. The primary documents prepared during this phase include the Project Transition Checklist, Project Closeout Report, and Post Implementation Report.
Figure 1.1 Project Closeout
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. According to the PMBOK, the close project or phase is the process of finalizing all activities across all of the management process groups to formally complete the project or phase (2008, p.65). When closing a project, PMs will review all prior information from the previous phase to ensure that all requirements are met. The Project Closeout Phase is the last phase in the project lifecycle. Closeout begins when the user accepts the project deliverables and the project oversight authority concludes that the project has met the goals established. The major focus of project closeout is administrative closure and logistics.
Project closeout includes the following key elements:
• Turnover of project deliverables to operations
• Redistributing resources—staff, facilities, equipment, and automated systems
• Closing out financial accounts
• Completing, collecting, and archiving project records
• Documenting the successes of the project
• Documenting lessons learned
• Planning for Post Implementation Review
Activities and Documents in the Closeout Phase
The major activities in the Closeout Phase are shown in the diagram below, (Figure 1.1) consist of tasks that are typically administrative and logistical in nature. Initially, the focus is on performing the tasks associated with dispensing and reconciling personnel, property, and funding. When these tasks are finished, the attention of the project manager is focused on documentation of lessons learned and project closure. At some predetermined point, a Post Implementation Review of the project deliverables is conducted. The primary documents prepared during this phase include the Project Transition Checklist, Project Closeout Report, and Post Implementation Report.
Figure 1.1 Project Closeout
References: Fleming, . Federal Acquisition Regulation Chen and Frame Project Management Institute (2008). A Guide to the project management body of knowledge (PMBOK Guide). (4th ed.). Newtown Square, PA: PMI.