Project Closure

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Document Id [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]
Document History
Version Issue Date Changes
[1.0] [Date] [Section, Page(s) and e!t "e#ised]
Document Approvals
Role Name Signature Date
Project Sponsor
Project Review Group
Project Manager
ualit! Manager
(i$ a%%&ica'&e)
Procurement Manager
(i$ a%%&ica'&e)
"ommunications
Manager
(i$ a%%&ica'&e)
Project O##ice Manager
(i$ a%%&ica'&e)
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Table of Contents
TEMPLATE GUIDE....................................................................................1
1 P!"ECT C!MPLETI!#........................................................................$
1.1 COMPLETION CRITERIA.............................................................................................................2
1.2 OUTSTANDING ITEMS............................................................................................................... 2
$ P!"ECT CL!%UE.............................................................................&
2.1 DELIVERABLES........................................................................................................................ 4
2.2 DOCUMENTATION.................................................................................................................... 5
2.3 SUPPLIERS............................................................................................................................. 7
2.4 RESOURCES........................................................................................................................... 7
2.5 COMMUNICATION.................................................................................................................... 8
' APP!(AL......................................................................................)
& APPE#DI*.......................................................................................+
4.1 SUPPORTING DOCUMENTATION.................................................................................................. 9
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Template Gui,e
What is a Project Closure Report?
( Pro)ect *&osure "e%ort is a document w+ic+ $orma&i,es t+e c&osure o$ t+e %ro)ect. -t
%ro#ides con$irmation t+at t+e criteria $or customer acce%tance +a#e 'een met and re.uests
sign/o$$ $rom t+e Pro)ect S%onsor to c&ose t+e %ro)ect.
( Pro)ect *&osure "e%ort inc&udes0
( $orma& &ist o$ com%&etion criteria
*on$irmation t+at eac+ com%&etion criterion +as 'een met
( &ist o$ outstanding 'usiness acti#ities, ris1s and issues
( set o$ c&osure actions (to +and o#er %ro)ect de&i#era'&es 2 documentation, terminate
su%%&iers, re&ease resources and underta1e c&osure communication)
( re.uest $or %ro)ect c&osure a%%ro#a&.
When to use a Project Closure Report
( Pro)ect *&osure "e%ort is underta1en at t+e start o$ t+e Pro)ect *&osure %+ase (i.e. a$ter
t+e end o$ t+e Pro)ect 3!ecution %+ase). +e document is usua&&y %re%ared 'y t+e Pro)ect
Manager and %resented to t+e Pro)ect S%onsor $or sign/o$$. 4o&&owing sign/o$$, a suite o$
c&osure acti#ities is underta1en to $orma&&y c&ose t+e %ro)ect. ($ter t+ese acti#ities +a#e 'een
com%&eted, a Post -m%&ementation "e#iew is underta1en to measure t+e success o$ t+e
%ro)ect and identi$y &essons &earnt $or $uture %ro)ects.

How to use this template
+is document %ro#ides a guide on t+e to%ics usua&&y inc&uded in a Pro)ect *&osure "e%ort.
Sections may 'e added, remo#ed or rede$ined at your &eisure to meet your %articu&ar
'usiness circumstance. 3!am%&e ta'&es, diagrams and c+arts +a#e 'een added (w+ere
suita'&e) to %ro#ide $urt+er guidance on +ow to com%&ete eac+ re&e#ant section.
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1 Pro-ect Completion
($is section identi#ies t$e criteria re)uired to complete t$e project and an! outstanding items
w$ic$ still need to *e underta+en even t$oug$ t$e project ma! *e read! #or completion,
1.1 Completion Criteria
List t$e criteria w$ic$ must *e met to con#irm t$at t$e project is completed, For eac$ criteria
listed- assess w$et$er or not it $as *een ac$ieved to t$e satis#action o# t$e customer,
Category Criteria Achiee!
O*jectives
($e project .vision/ $as *een ac$ieved 0as
de#ined in t$e (erms o# Re#erence1
2ll project o*jectives $ave *een ac$ieved
0as de#ined in t$e (erms o# Re#erence1
5 2 N
3ene#its
($e #ull *ene#its $ave *een reali4ed 0as
de#ined in t$e 3usiness "ase1
5 2 N
Delivera*les
2ll delivera*les $ave *een completed 0as
de#ined in t$e (erms o# Re#erence1
2ll delivera*les $ave *een accepted *!
t$e customer 0as per t$e 2cceptance
Plan1
5 2 N
1.$ !utstan,in. Items
List an! outstanding items w$ic$ still need to *e underta+en even t$oug$ t$e project $as
satis#ied t$e a*ove completion criteria, For eac$ item- list t$e actions re)uired to *e
underta+en and t$e Owner responsi*le #or underta+ing t$e action,
Item Action "#ner
2ctivities
6ist a&& acti#ities or tas1s w+ic+ +a#e not yet
'een com%&eted (as de$ined in t+e Pro)ect
P&an)
Name
Ris+s
6ist a&& 'usiness ris1s w+ic+ +a#e not yet
'een $u&&y mitigated
Name
Issues
6ist any current issues w+ic+ are im%acting
on t+e 'usiness and +a#e not yet 'een $u&&y
reso&#ed
Name
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$ Pro-ect Closure
($is section outlines t$e ne5t steps re)uired to per#orm t$e closure o# t$e project, ($is includes t$e $andover o# delivera*les and
documentation to t$e customer- t$e termination o# supplier contracts- t$e release o# project resource *ac+ to t$e *usiness 0or t$e mar+etplace1
and t$e communication to all sta+e$olders t$at t$e project is now #ormall! closed,
$.1 Delivera/les
Identi#! a $and6over plan #or t$e release o# all project delivera*les to t$e customer, 2n e5ample #ollows7
Delierable Current Ne# $an!%oer Plan
(!pe Owner Location Owner Location 2ctivities Date Owner
Financial General Ledger-
2ccounts Pa!a*le and
2ccounts Receiva*le s!stem
modules
Name (ddress Name (ddress 8andover s!stem maintenance
8andover operational support
8andover s!stem documentation
Date Name
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$.$ Documentation
Identi#! a $and6over plan #or t$e release o# all project documentation to t$e customer, 2n e5ample #ollows7
Documentation Current Ne# $an!%oer Plan
(!pe Owner Location Owner Location 2ctivities Date Owner
Project Initiation7
3usiness "ase
Feasi*ilit! Stud!
(erms o# Re#erence
Name (ddress Name (ddress (cti#ity Date Name
Project Planning
Project Plan
Resource Plan
Financial Plan
ualit! Plan
2cceptance Plan
Name (ddress Name (ddress (cti#ity Date Name
Project 95ecution
"$ange Process
"$ange Form
"$ange Register
Ris+ Process
Ris+ Form
Ris+ Register
Name (ddress Name (ddress (cti#ity Date Name
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$.' %uppliers
Identi#! a $and6over plan #or t$e termination o# project supplier contracts, 2n e5ample
#ollows7
Supplier
Name
Contract
Reference
Termination Actiity Release
Date
Actiity
"#ner
Su%%&ier Name *ontract
"e$. No.
Noti#! supplier o# termination
Release supplier resources
Return supplier assets
Pa! supplier invoices
Date acti#ity
to 'e
com%&eted 'y
Name o$
%erson
res%onsi'&e
$or acti#ity
$.& esources
Identi#! a $and6over plan #or t$e release o# all project resources 0including sta## and
e)uipment1, 2n e5ample #ollows7
Resource
Name
Current
Designation
Release Actiity Release
Date
Actiity
"#ner
Sta$$ Name Pro)ect "o&e
Noti#! sta## mem*er o#
release
Release sta## mem*er
Return sta## assets
Pa! #inal sta## salar!
Date sta$$
mem'er
re&eased
Name o$
%erson
res%onsi'&e
$or acti#ity
3.ui%ment y%e 3.ui%ment
Pur%ose
Identi#! new owner
<nderta+e e)uipment sale
Release e)uipment
<pdate General Ledger
Date
e.ui%ment
re&eased
Name o$
%erson
res%onsi'&e
$or acti#ity
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$.0 Communication
Identi#! a plan to communicate t$e project closure to all sta+e$olders and interested parties,
2n e5ample #ollows7
Target
Au!ience
Inten!e!
&essage
&etho!
'se!
Dispatch
Date
Dispatch
"#ner
"eci%ient
Names or
7rou%s $or
recei%t o$
messages
Project $as *een
success#ull!
completed and is
now closed
3ene#its reali4ed
due to success o#
t$e project
Lessons learned
#rom project
9mail and #ormal
letter #or eac$
recipient
Special 3oard
presentation on
*ene#its reali4ed
<nderta+e .Post
Implementation
Review/ and email
to +e! sta+e$olders
Date w+en
communicatio
n s+ou&d 'e
re&eased
Name o$ t+e
%erson
res%onsi'&e $or
communication
' Approval
Name7 __________________
Role7 __________________
Signature7 __________________
Date7 ___ / ___ / ___
3! signing t$is document- I grant approval to #ormall! close t$is project and complete t$e $and6
over activities as descri*ed a*ove,
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& Appen,i1
&.1 %upportin. Documentation
2ttac$ an! documentation !ou *elieve is relevant to t$e Project "losure Report, 95amples
include7
Project documentation generated to date 0e,g, 3usiness "ase- Feasi*ilit! Stud!- (erms
o# Re#erence- Project Plan- Resource Plan- Financial Plan- ualit! Plan or 2cceptance
Plan1 w$ic$ relates to t$e project closure criteria speci#ied
Ot$er relevant in#ormation or correspondence,
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