Closing a project

The purpose of the closing a project process is to officially confirm the acceptance of the project product. It also ensures that the project’s objectives, or any approved changes to them, have been achieved. If the project needs to be closed early, this process makes sure it is done in an organized way.

Objective

The objectives of the closing a project process are to:

• Check user acceptance of the project product (acceptance criteria in the project product description).
• Ensure the business can support the products once the project is closed.
• Review project performance against the original baselines such as the original project plan and business case.
• Assess any benefits realized and update the benefits management approach for post-project reviews (benefits management approach)
• Ensure all open issues and risks are addressed with follow-up actions: issue register and risk register.
• Close the project properly to ensure it is not abandoned, particularly in the case of a premature close (project closure notification)

This information from the closing a project process is gathered and provided to the project board, as the project board is responsible for closing the project. The project manager prepares the project for closure.

Context

Projects can be closed naturally when all the work has been done, or the project board can request a premature close. Closing a project process is the last part of the last stage of the project. A project that never closes is not a project but an ongoing operation (also known as business as usual).

The project should have a clear end with a correct handover of information and responsibility. A clear end to the project means the following:

• Check that the original objectives have been met.
• Transfer ownership of products to the customer.
• Identify all unachieved objectives so that they can be addressed in the future.
• Disband the project team and make certain that costs can no longer be incurred by the project.
• The project manager then prepares for the project to be closed and provides the necessary information to the project board. It is the project board that then makes the decision to close the project. In fact, they call it authorize project closure.

Activities

There are five activities in the closing a project process for the project manager, and they are:

1. Prepare planned closure
   • The project manager confirms that the project is ready to close and prepares the necessary communication for stakeholders.
   • This includes closing the project log, archiving project information, and drafting a project closure notification for the project board’s review.
2. Prepare premature closure
   • If the project is closed prematurely, the project manager ensures that work-in-progress is not abandoned and that any valuable work is salvaged.
   • This includes updating the project log, checking product status, and determining what needs to be completed or made safe, with approval from the project board.
3. Confirm project acceptance
   • The project manager ensures that the project products are handed over to the operational and maintenance environment, either all at once or in phases.
   • They also confirm the need for follow-up actions, including updates to the benefits management approach and planning post-project benefits reviews.
4. Evaluate the project
   • The project manager assesses the project’s success or the reasons for early closure, comparing initial goals with actual outcomes.
   • They prepare a final project report and identify lessons learned to improve future project estimates and performance.
5. Request project closure
   • The project manager briefs the project board on the project’s performance and confirms readiness for closure.
   • They then formally request the project’s closure, highlighting any concessions for off-specifications.

Inputs

There are two triggers for the closing a project process: a natural close towards the end of the project and a premature close, which comes from the project board. All other input documents are used, as the project manager wants to create an end project report and prepare the project for closure.

Outputs

• Lessons report: This information will come from the lessons log (project log). These lessons will be valuable to future projects and will be given to the project board.
• Follow-on action recommendations: After the project is closed, these comments are given to the people supporting the products. According to PRINCE2, these are added to the end project report. The information comes from the project log (outstanding comments, requests, etc.).
• Updated benefits management approach: The project manager updates the plan to plan the benefits reviews that should take place after the project is closed. The business level will follow up on this benefits review.
• End project report: This is a report on the performance of the project. The project manager will use the project plan, business case and most other information in the baselined project initiation documentation to create this end project report.
• Project plan: The project plan should be updated to reflect what has been completed, cancelled, or transferred, ensuring it accurately captures the current status of the project.
• Request to the project board: Finally, the project manager will send a closure recommendation to the project board. This can be a simple email, memo or formal document.

Roles and responsibilities

• Project manager
  • Lead the creation and updating of all closing a project management products, including the end project report, lessons report, and benefits management approach.
  • Ensure the project is fully prepared for closure and all necessary documentation is completed and submitted.
• Project support
  • Provide assistance to the project manager, particularly with managing and updating the project log, including logs and registers.
  • Help gather and organize the information required for closure documentation.
• Project assurance
  • Offer guidance and advice to the project manager to ensure the project is correctly prepared for closure.
  • Review the closure processes to ensure compliance with PRINCE2 standards and that all relevant steps are followed.

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Written by Frank Turley.

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