Project Closure
18-Jun-09
It’s All Over but the Partyin’
• Not quite. You need to perform certain
steps to formally close out your project.
1.
2.
3.
4.
5.
6.
7.
Do a Lessons Learned session.
Reconcile the budget.
Formally hand-over the product/service.
Release resources.
Close contracts.
Prepare the project completion report.
And . . .
Project Closure
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1. Lessons Learned
What does it do?
Who’s involved?
What’s the benefit?
• identifies what worked and
what didn’t
• recommends ways to improve
performance on future projects
• project team
• key stakeholders
• future projects benefit from
documented lessons learned
What do I do?
What tools do they
use?
Who can help me?
• request the Project Office to
conduct a lessons learned
session
• provide contact information for
project team members and key
stakeholders
• Lessons Learned Survey
• Project Look-back Agenda
• Lessons Learned Report
• Lessons Learned –
Management Report
• Project Office
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2. Budget Reconciliation
What does it do?
Who’s involved?
What’s the benefit?
• ensures budget tracking is
complete
• provides the final reconciliation
of estimated costs to actual
costs
• project manager
• Business Office
• expended funds fully
accounted for
• all project costs known
• provides information for
estimating future projects of a
similar nature
What do I do?
What tools do I use?
Who can help?
• gather budget information from
all budget sources:
o PM2 for soft costs
o invoices for contractor
and hard-costs
• identify budget variances by
comparing actual costs to
estimated costs in the project
charter and approved CRs
• analyze/document reason for
variance(s)
• Project Expense Tracking
Template
• PM2
• Budget Reports
• Project Completion Report
• Project Office
• Business Office (budget
information)
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3. Formal Hand-over of
Product or Service
What does it do?
Who’s involved?
What’s the benefit?
• operationalizes product or
service
• project team
• operational support team(s)
• product or service is supported
after the project is completed
What do I do?
What tools do I use?
Who can help?
• ensure the appropriate
documents are completed and
approved
• Release Checklist
• OPC Checklist
• Project Office
• 3rd Party Support (GIS)
• OPC Team
• Change Management Team
• ITSM Program
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4. Release Resources
What does it do?
Who’s involved?
What’s the benefit?
• lets project staff know ‘their job
is done’
• lets managers know staff
resources are available for other
projects
• identifies release of any
remaining funds held for the
project
• recognizes positive job
performance and identifies
areas for improvement
• project manager
• project team
• managers of project team
resources
• Business Office
• resources formally available
for other projects
• project team effort is
acknowledged
What do I do?
What tools do I use?
Who can help me?
• formally notify project team,
managers, sponsors, Business
Office of project completion
• close off contracts
• provide project team
performance feedback
• contract sign off documents
• email
• Project Office
• Business Office
• Supply Chain Management
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5. Contract Closure
What does it do?
Who’s involved?
What’s the benefit?
• addresses terms of contract
completion
• project manager
• project sponsor
• client / key stakeholders
• Business Office
• all contacts associated with the
completed project are closed
What do I do?
What tools do I use?
Who can help?
• reconcile contracted work to
actual work completed
• identify any work not
completed, identify reasons for
non-completion and complete
actions specified in the contract
• approved contracts with
vendors/service providers
• Project Office
• Business Office
• Supply Chain Management
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6. Project Completion Report
What does it do?
Who’s involved?
What’s the benefit?
• identifies which objectives of
the project were met and not
met; documents reason(s) why
an objective was not met
• identifies actual completion
dates for key milestones
• identifies outstanding issues
• identifies budget and scope
variances
• project manager
• project team
• key stakeholders
• clear understanding of what
was and was not accomplished
by the project
• outstanding issues, actions are
identified and assigned or
closed
What do I do?
What tools do I use?
Who can help me?
• gather information from PM2,
budget reports (or project
tracking sheet), contractors
invoices, vendor invoices
• refer to project charter and
project plan for completion
dates and objectives, include
information from approved
change orders
• PM2
• Expense Tracking Sheet
• Contracts/Invoices
• Project Plan
• Sign-off Forms and Guidelines
• Change Requests
• Issue Logs
• Project Completion Report
Template
• Project Office
• Business Office (budget
information)
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7. And don’t forget to . . .
Close off your project
SharePoint site.
Project deliverables.
Close out the project
in:
• advise Project Office your
project is closed
• site permissions will be set to
view only
• file all signed originals or
submit to the Project Office for
filing
• submit copies of key project
deliverables to the Project Office
for inclusion in the PDL
• PM2
• ITPM
What’s the benefit?
What tools do I use?
Who can help me?
• historical record
• accurate reporting
• documentation of work
completed for the project
• reference for future projects
• PM2
• ITPM
• Project Binder
• Project Office
–*C
Put on your dancin’ shoes . . .
* Do not convert original, signed paper documents to electronic format.
Many need to be kept in paper for legal reasons.
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. . . cause NOW it’s party time!
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PM Knowledge Areas
& Process Groups
PM Process
Groups /
Knowledge Area
Processes
Initiating Process
Group
Planning Process Group
Executing Process
Group
Monitoring & Controlling
Process Group
Closing
Process
Group
Project
Management
Integration
Develop Project Charter
Develop Prelim Project
Scope Statement
Develop Project Management
Plan
Direct and Manage Project
Execution
Monitor and Control Project Work
Integrated Change Control
Close
Project
Project Scope
Management
Scope Planning
Scope Definition
Create WBS
Scope Verification
Scope Control
Project Time
Management
Activity Definition & Sequencing
Resource Estimating
Duration Estimating
Schedule Development
Schedule Control
Project Cost
Management
Cost Estimating
Cost Budgeting
Cost Control
Project Quality
Management
Quality Planning
Perform Quality Assurance
Perform Quality Control
Project HR
Management
Human Resources Planning
Acquire Project Team
Develop Project Team
Manage Project Team
Project
Communications
Management
Communications Planning
Information Distribution
Performance Reporting
Manage Stakeholders
Project Risk
Management
Risk Management Planning
Risk Identification
Qualitative / Quantitative Risk
Analysis
Risk Response Planning
Project
Procurement
Management
Plan Purchases and Acquisitions
Plan Contracting
Project Closure
Risk Monitoring and Control
Request Seller Responses
Select Sellers
18-June-09
Contract Administration
Contract
Closure
11
In conclusion . . .
. . . follow process and progress will follow.
Project Closure
18-June-09
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Questions?
Contact us at
deliver.it@ucalgary.ca or
210-8792
Next PMCP:
Visit our web-site at
www.ucalgary.ca/deliver.it
Project Sponsorship
Wed, Sept 09, 2009
Thank you
for coming!
Project Closure
18-June-09
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The end.
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