Revision History

Date	Version	Description	

Feb-06, 2002	
1.0 	
Initial version.	

Mar-15, 2002	
1.1	
Updated Input section:
-	#1 – Deliverable description hyperlink
-	#3 – Deliverable description hyperlink
-	Added “Management” to Configuration Plan	

			

			

Closing the Project 

Purpose
In the absence of a formalized project close out procedure, some projects (or project phases) risk "never ending" and the differences between project work and ongoing operations and maintenance get blurred. This project management process imparts a focused approach to gather and document the project (or phase) results for the purposes of formalizing closure and continuous improvement

Activities 
No.	Activities	Detail of Activities and Remarks	
1	Assess Project and Product/Service results	Measure project performance and product/service results:
•	Identify the project’s level of complexity
•	Evaluate the selected methodology and developed plans
•	Evaluate the project's performance and adherence to the developed plans. 
•	Identify the reasons for deviations from the plan and improvements to be made in project management methods.
•	Evaluate the product/service’s conformance and satisfaction of the requirements
•	Determine whether the project's objectives were achieved.
•	Determine whether the benefits documented as part of the approved business case were realized
	
2	Evaluate team performance	Evaluate the performance of the members of the project team in accordance with the HR plan and departmental HR policies:
•	Gather and analyze relevant performance metrics
•	See the Corporate Process – HR Management Plan for details. 
	
3	Identify best practices, lessons learned	Based on project assessment:
•	Identify and highlight any lessons learned and best practices that could be useful to other project teams.
•	Document and communicate lessons learned and best practices.
	
4	Update organization metrics	Gather, analyze, project performance metrics: 
•	Gather data required for updating or adding to your organization’s metrics. Metrics can include such information as:
•	Number of objects, classes, programs, modules and level of complexity
•	Skill-set required to complete different task types
•	Level of effort required for different task types by resource type
•	Update (or provide project metrics to responsible party) your organization’s metrics (as required).
	
5	Close Contract(s) 	When third parties have been contracted to provide products/services:
•	Determine whether the contractor has satisfied all contractual obligations according to the contract terms and conditions.
•	Once all contractual obligations have been satisfied, provide the contractor with formal notification that the contract is complete. 
•	See the Corporate Process – Procurement Management Plan for details.	
6	Obtain Project (phase) Acceptance	Obtain formal project (phase) acceptance:
•	Follow the agreed upon project management process as documented in the approved project management plan.

Inputs
No.	Name	Detail of Inputs and Remarks	Entry Criteria	
1	Approved Business Case
	The approved business case is required to assess the project and determine whether the identified benefits were realized.
•	For details see the deliverable description.
	--	
2	Approved Project Management Plan
	The approved project management plan is required to assess the project.
•	Plan: for details see the deliverable description.
	--	
3	Approved Corporate Plan(s) 	The detail planning of the corporate processes may have been documented in the Project Management Plan or in separate documents. When separate plans were written, they are also required for the purposes of assessing the project:
•	Quality plans: Quality Management Plan refer to the deliverable description and for Test Plan refer to the deliverable description.
•	Risk Management plan: for details see the deliverable description.
•	Communications Plan: for details see the deliverable description. 
•	Performance Management Plan refer to the deliverable description
•	HR (Staff/Training Plan) Management Plan: for details see the deliverable description.
•	Configuration Management Plan: for details see the deliverable description.
•	Procurement Management Plan: for details see the deliverable description.
•	Requirements Management Plan refer to the deliverable description. 
•	IM/IT plans: Software Development Plan refer to the deliverable description and for Information Management Plan refer to the deliverable description.
		
4	Product /Service documentation	For IM/IT projects, product/service documentation such as:
•	Requirement and Technical specifications;
•	System guides and manuals; 
•	Service level agreements; and
•	Any other product/service deliverable.
		
5	Performance & Status Reports
	The complete set of performance and status reports. For details, see the deliverable description.		
6	Contract Documents	The contract documentation, including:
•	The contract itself as well as supporting and referenced materials, 
•	The contractor project deliverables, correspondence, invoices, payment records, and 
•	Audit results (if applicable)
		
7	Updated Project Tracking Log(s) and Risk Log. 
	The final set of Project Tracking Logs (Issues, Decisions, Deliverables for Review/Approval), and Risk Log. For details related to the:
•	Project Tracking Logs refer to the deliverable description.
•	Risk Log refer to the deliverable description.		

Verification & Validation

IM/IT

Risk

Configuration

Communication & Performance

Risk

HR

Quality

Configuration

Outputs 

No.	Name	Detail of Outputs and Remarks	Exit criteria	
1	Approved Project Acceptance	For details, see the deliverable description.
	Yes	
2	Closure report	Document the results of the project assessment in the form of a closure report. For details, see the deliverable description.	Yes	
3	Lessons Learned	Update organization’s approach and methods used for managing the project based on the lessons learned in this project for use by future projects.		
4	Updated Metrics	Update the organization’s metrics for use in planning and estimating future projects.		
5	Project archives	Create copies of the project files for archival that include:
•	The project documentation – plans, logs and reports
•	The product/service document – requirement specifications, technical specifications, manual and guides and any other product/service deliverable produced.
•	The contract documentation – contacts, product deliverables, invoices and audit results (when performed)

Policies & Standards
The following is a list of Treasury Board project policies and standards with a brief overview:

Policy

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Standards

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Supporting Tools and Techniques
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