There must be a formal handover of responsibility and ownership of the project’s products to the ultimate user(s).
Every effort should be made to pass on any lessons that have been learned from the project.
This sub-process is triggered by the Project Manager carrying out the activities and producing the management products of Closing a Project (CP).
It is the last work done by the Project Board prior to its disbandment.
The project needs to be closed down in an orderly manner.
The objectives are:
They will be achieved by taking particular steps:
These may include:
These must be directed to the appropriate bodies, for example, support teams or programme management, or a strategy group for consideration as projects in their own right.
The Project Board is responsible for this sub-process supported by those with Project Assurance responsibilities.
The Executive will make sure the a person is identified to conduct the post-project review and that they are properly briefed and that accountability is passed to that person.
If the project is part of a programme then it may be necessary to obtain their approval for project closure.
Programme management may wish to direct the handover of any follow-on work.
|Project Initiation Document||Input||Used as the baseline against which to assess how far the project deviated from its initial basis. Also contributes some of the information against which to judge the success of the project.|
|Communication Plan||Input||Used to identify all recipients of information on project closure.|
|Operation and maintenance acceptance||Input||Confirmation that the final product(s) can be used and supported.|
|Customer acceptance||Input||Confirmation that the customer accepts the products.|
|Project closure recommendation||Input||Assurance from the Project Manager that facilities, support and resources can be withdrawn.|
|End Project Report||Approval||More information on which to judge the success of the project. Approved for distribution to all interested parties.|
|Follow-on Action Recommendations||Approval||Recommendations for all Project Issues classified as pending and other future actions|
|Post-Project Review Plan||Approval||Suggested plan for assessing the achievement of project benefits. Ratified by the Project Board to be passed on the people responsible for carrying it out.|
|Lessons Learned Report||Approval||Project lessons that have been learned that might be useful to pass on to other projects.|
|Project closure notification||Output||Notification to all interested parties that facilities, support and resources can be withdrawn.|
These are given in tabular form in the file ‘DP5 confirming project closure.doc’ in the product package.
Make sure that you recognise the achievements of individuals and team for project success.
It is useful to gain written confirmation of acceptance from those who will be responsible for the operation and maintenance support of the delivered product.