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Project Closure: Today'S Lesson

The document discusses project closure, which involves completing all project activities, handing over deliverables to the customer, and reviewing the project's performance. It describes the closure phase, activities, and benefits. Project closure includes releasing resources, reviewing objectives, documenting lessons learned, and assessing the project's success in meeting requirements and providing value.

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SMBEAUTY
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125 views

Project Closure: Today'S Lesson

The document discusses project closure, which involves completing all project activities, handing over deliverables to the customer, and reviewing the project's performance. It describes the closure phase, activities, and benefits. Project closure includes releasing resources, reviewing objectives, documenting lessons learned, and assessing the project's success in meeting requirements and providing value.

Uploaded by

SMBEAUTY
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Sheila

Sheila Belayutham
Belayutham

Project Closure
TODAYS LESSON

Sheila
Sheila Belayutham
Belayutham

Lesson Learning Outcomes


At the conclusion of this lesson, the student

should be able to:


Understand the need to carry out project closure.
Describe the activities undertaken during project

closure.
Elaborate the outputs of a project closure.

Sheila
Sheila Belayutham
Belayutham

Project Closure Phase


Project Closure Phase is the last phase of the

Project Life Cycle.


The commencement of the Project Closure

Phase is determined by the completion of all


Project Objectives and acceptance of the end
product by the customer.

Sheila
Sheila Belayutham
Belayutham

Project closure
Project closure involves releasing the final

deliverables to the customer, handing over


project documentation to the business,
terminating supplier contracts, releasing project
resources and communicating the closure of the
project to all stakeholders.

The last remaining step is to undertake a post

implementation review to quantify the level of


project success and identify any lessons learnt
for future projects

Sheila
Sheila Belayutham
Belayutham

Project closure activities

Perform
Project
Closure

Review
Project
Completion

Sheila
Sheila Belayutham
Belayutham

Planning for project closure


The following closure issues should be addressed

as you initially define and structure your project:


Acceptance Criteria
Should define the form and function of specific project
deliverables, establishing end-user expectations and
requirements, and forming the basis by which project
deliverables are accepted or rejected.
Without acceptance criteria, true project closure cannot
be obtained, as there may be no specific measurement
for completion.

Sheila
Sheila Belayutham
Belayutham

Planning for project closure


Closure Kick-off (timing of closure activities)
Typically, project closure activities should begin
when project deliverables are near completion.
Overall, the goal is to ensure that valuable time is
not wasted.
Once a project nears completion, transition should
begin immediately in order to maintain momentum
and to ensure that sufficient resources are available
to move on to the next project.

Sheila
Sheila Belayutham
Belayutham

Planning for project closure


Transition (Turnover) Needs
As you plan closure activities, you should consider
specific transition/turnover requirements.
Typically, transition/turnover activities relate to the
status of project deliverables. When a deliverable is
under development, the project team is in control.
Once a deliverable is ready for production,
ownership must be transitioned to end-users and
operations staff so that the deliverable can be used
and maintained.
Turnover planning can involve end-user training,
operations training and the preparation of
procedural and technical documentation

Sheila
Sheila Belayutham
Belayutham

Planning for project closure


Resources, Roles and Responsibilities
As project closure is planned, resource
requirements, including roles and responsibilities
must be considered. For ex:
What types of resources will be required for project
closure activities (considering activity requirements,
tasks, skills and responsibilities)?
Who will be involved in the closure process (including
management and end-users)?
As the project draws to a close, how will project team
members be reassigned to other projects?
Who will be involved in the post project review process
(to analyze project results and performance)?

Sheila
Sheila Belayutham
Belayutham

Problems faced by employees


Emotional problem

Staff
Fear of no future work
Loss of interest in remaining
tasks
Loss of project derived
motivation
Loss of team identity
Selection of personnel to be
reassigned
Reassignment methodology
Diversion of effort

Client
Change in attitude
Loss of interest in
project
Change in personnel
dealing with project
Unavailability of key
personnel

Sheila
Sheila Belayutham
Belayutham

Problems faced by employees


Intellectual
Internal

Identification of remaining
deliverables
Certification needs
Identification of outstanding
commitments
Control of charges to project
Screening of partially completed task
Closure of work orders and work
packages
Identification of facilities assigned to
project
Accumulating and structuring of
historical data
Disposal of unused material

External

Agreement with client on


remaining deliverable
Obtaining required certification
Agreement with suppliers on
outstanding commitments.
Communicating closure
Closing down facilities
Determination of requirements
for audit` trail data.

Sheila
Sheila Belayutham
Belayutham

Planning for project closure


Communication
Communication is essential to smooth project
closure and transition. In order to ensure that all
parties are informed and in synch with closure
activities, you will need to take appropriate steps to
keep information flowing as needed, and on a timely
basis. For ex:
Will you have closure planning meetings (how many
and how often)?
What types of documentation will be required to
ensure effective project closure?

Sheila
Sheila Belayutham
Belayutham

Perform project closure


Project closure, or 'close out', essentially involves

winding up the project. This includes:

Determining whether all of the project completion

criteria have been met;


Identifying any outstanding project activities, risks or
issues;
Handing over all project deliverables and
documentation to the customer;
Canceling supplier contracts and releasing project
resources to the business;
Communicating the closure of the project to all
stakeholders and interested parties.

Sheila
Sheila Belayutham
Belayutham

Activities of project closure


commissioning
Start up and trial
Main objectives of commissioning:

Prove performance prediction


To pass test and check
To search for hazard

Correction of design
Personnel training
Operation and maintenance of facility.
Technical support required

Sheila
Sheila Belayutham
Belayutham

Activities of project closure


Issuing certificates
Completion certificate has consequences,

responsibility changed to client.


Power of S.O ceased.
L. A. D also ceased.
Remedial works start
CPC given.

Sheila
Sheila Belayutham
Belayutham

Activities of project closure


Preparing documentation
Maintenance manual

To tell the client on maintenance operation.


Record drawing

As built drawing, changes, variations, etc.


Purchased equipment records

Vendor should provide technical back up.


Technical specification, test certificate, operation
manual.
Correspondence

Proper storage of legal correspondence.

Sheila
Sheila Belayutham
Belayutham

Activities of project closure


Finalising financial matters
Final certificate is issued.
Independent contractors are being paid.

Project team report


List the difficulties.
Lesson learned for future

Disposal of staff (Redeployment)


Handling personnel
Ensure staffs are motivated
Keep staff fully informed.

Sheila
Sheila Belayutham
Belayutham

Perform project closure


A project closure report is documented and

submitted to the customer and/or project


sponsor for approval. The project manager is
responsible for undertaking each of the activities
identified in the project closure report, and the
project is closed only when all the activities listed
in the project closure report have been
completed.

Sheila
Sheila Belayutham
Belayutham

Review project completion


Following the closure of any project, you should

always review its overall success by undertaking


a Post Implementation Review. This review helps
you to determine whether the project delivered
the business benefits, met the customer's
requirements and remained within scope and
budget.

Sheila
Sheila Belayutham
Belayutham

Review project completion


To determine how well it performed, the

following types of questions are answered:


Did the delivered product / solution meet the project

requirements and objectives?


Was the customer satisfied?
Was Project Schedule Met?
Was the Project completed within Budgeted Cost?
Were the risks identified and mitigated?
What could be done to improve the process?

Sheila
Sheila Belayutham
Belayutham

Project Closure Benefits


The outputs from Project Closure Phase

provides as a stepping stone to execute the


next projects with much more efficiency and
control.

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