Clean-Up
These project closure activities are initiated following the meeting with the Customer and Project Sponsor and other primary Stakeholders. During this meeting, the stakeholder have reviewed the end-user acceptance and confirmed that you and your project team have satisfied the project objectives and instruct the Project Manager to close-out the project.
There will be several areas of “clean-up” to address before announcing the project success and closure, the Project Manager:
1. Creates a “Project Punch-list” of outstanding items from the project. Following concurrence, on the list, from the Customer / Project Sponsor, the Project Manager
works (with selected project team members) to close-out the items as quickly as possible;
2. Work with your finance and legal delegates to ensure that all project-related contract commitments are finalized and closed;
3. Completes a final accounting of the project budget. and ensures that sure that surplus funding is applied to closing-out the “punch-list” items, as agreed-to by the
Project Sponsor;
4. Prepares the final Project Report and ensures the complete picture of the successes and failures (if any) of the project is provided. Include the following:
o Objective(s) evaluation of the success of the project (Did the project attain its Critical Success Factors (CSF) and goals?);
o Project accomplishments;
o Important project data (good or bad);
o Significant project changes and their effect on the project;
o Issues requiring further work and recommend participation by team members;
o Final project accounting and variances; and
o Recommendations for future similar projects.
5. Collates the responses to your feedback questionnaire. The Project Manager prepares and distributes a detailed questionnaire for feedback on the project
(approximately 2-3 weeks prior to initiating project closure). Although this may be difficult to predict; and
6. Collects and archives ALL project documents and deliverables and stored.
PRINCE2® recommends that the Project Manager communicates the Project Closure process to all Stakeholders.