Company Management Systems

Project Management Office

Project Close-Out Report Procedure
PMO-PCR-P13 Rev. A





Name Title Signature Date
Prepared By : .
Reviewed By : .
Approved By : .

This document is the proprietary property of MMC. The contents may not be wholly or partially copied or disclosed to any other party
without the written permission of the MMC legality.


Company Management Systems Project Management Office


Project Closeout Report Procedure Page 2 of 6
PMO-PCR-P13 Rev. A

TABLE OF CONTENTS
TABLE OF CONTENTS ............................................................................................................................................... 2
REVISION LOG ....................................................................................................................................................... 2
1. PURPOSE .................................................................................................................................................. 3
2. SCOPE ..................................................................................................................................................... 3
3. ABBREVIATIONS AND DEFINITIONS ............................................................................................................... 3
4. FLOW CHART ............................................................................................................................................ 4
4.1. PROJECT CLOSE-OUT PROCESSES ............................................................................................................... 4
5. PROCEDURE .............................................................................................................................................. 5
5.1. PROJECT CLOSE-OUT ................................................................................................................................ 5
6. RELATED DOCUMENTS ................................................................................................................................ 6
7. STANDARD FORMS ..................................................................................................................................... 6
8. NOTES AND ATTACHMENTS......................................................................................................................... 6






REVISION LOG
Rev. No. Rev. Date Revision Details
A 23 Apr 13 The procedure is issued for the first review.





Company Management Systems Project Management Office


Project Closeout Report Procedure Page 3 of 6
PMO-PCR-P13 Rev. A
1. PURPOSE
The purpose of this procedure is to provide guidelines and a Table of Contents for the project
close-out report.
This report shall be issued immediately after the issuance of the provisional certificate and
completion of the provisional handing-over and to be updated finally at the issuance of the
final certificate.
2. SCOPE
The procedure applies to all projects managed by MMC. The Project Close-out Report will be
produced during the handover/completion stage of a project and updated as necessary at
the end of the defects liability period.
3. ABBREVIATIONS AND DEFINITIONS
CMS Company Management System
CR Client Representative
MD Managing Director
MMC Murtada Maaz Consultancy
PD Projects Director
PM Project Manager
PMS Project Management System
PMO Project Management Office




Company Management Systems Project Management Office


Project Closeout Report Procedure Page 4 of 6
PMO-PCR-P13 Rev. A
4. FLOW CHART
4.1. PROJECT CLOSE-OUT PROCESSES
Sec. 5.1
MMC
Project Manager initiates
process of Project Close-out
after the Contractor Handover
is complete
MMC
Project Manager shall prepare
the Project Close-out Report
Submits Report to MMC
Director of Projects for review
Comments?
Client
Reviews Final Closeout Report
No
END
Responsible Party
Activities
Predefined
Process
Decision
Cont.d next
page Database

Document
Owner/Receipient
INPUTS
OUTPUTS
MMC
Director of Projects reviews
Close-out Report and signs if
Approved
Forwards to MMC PM
START
Data Storage
Yes
Project
Management Plan
MMC
Comments?
Final Approved
Project Close-out
Report
MMC
Contractor
Hanover
Procedure
Yes
No
Draft Project
Close-out Report
MMC
MMC/PM
Project Manager forwards
approved Closeout Report to
Client for review and Commet
MMC
Project Manager forwards Final
Close-out Report to PD and
MD and proceeds with
archiving the project
MMC
Project Manager archives
project Close-Out Report and
Project documents
Color Legend
CR
MMC




Company Management Systems Project Management Office


Project Closeout Report Procedure Page 5 of 6
PMO-PCR-P13 Rev. A
5. PROCEDURE
5.1. PROJECT CLOSE-OUT
Preparation of the Project CloseOut Report will commence at the time of contractor
handover. Below are typical activities for the Close-Out a Project:
Executive summary
Scope Management
Schedule Control and Management
Cost Control and Management
Quality Management
HSE Management
Risk Management
Design Management
Procurement and Contract Management
Construction Management
Communication Management
1. Generally, the Project Manager (PM) initiates the Project Closeout processes. However,
it could be carried out by another member of MMC in the event that the Project
Manager is not available or where delegated to by the Project Manager.
2. The PM reviews all contract documents and the Project Management Plan and
prepares a draft Project Closeout Report (refer to form COM-CHO-F02) consistent with
this procedure. The PM submits the Report to the relevant corporate departments.
3. The Corporate departments reviews and makes comments on the Closeout Report.
Once approved, the corporate departments return the Project Closeout Report to the
Project Manager.
4. Once approved, the Project Manager forwards the Final CloseOut Report to the
Projects Director (PD) and Managing Director (MD) and proceeds to archive the
project.
5. The Project Manager also forwards the Project CloseOut Report to the Client either in
part or full as approved by the corporate departments.
6. The Project Manager ensures that all the project documents are archived in
accordance with MMC document control standards, Documents Archiving Procedure.


Company Management Systems Project Management Office


Project Closeout Report Procedure Page 6 of 6
PMO-PCR-P13 Rev. A
6. RELATED DOCUMENTS
Document Ref. Document Title
Contractor Handover Procedure
Documents Archiving Procedure


7. STANDARD FORMS
Form No. Form Title Rev. No.
COM-CHO-F02 Project Close-Out Report A


8. NOTES AND ATTACHMENTS
None