Project Closure Report Template g2s58
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Project Closure Report
Version 1.0 Updated on: July 11, 2009
Overview What is a Project Closure Report? A Project Closure Report is a document which formalizes the closure of the project. It provides confirmation that the criteria for customer acceptance have been met and requests sign-off from the Project Sponsor to close the project. A Project Closure Report includes: • • • • •
A formal list of completion criteria Confirmation that each completion criterion has been met A list of outstanding business activities, risks and issues A set of closure actions (to hand over project deliverables / documentation, terminate suppliers, release resources and undertake closure communication) A request for project closure approval.
When to use a Project Closure Report A Project Closure Report is undertaken at the start of the Project Closure phase (i.e. after the end of the Project Execution phase). The document is usually prepared by the Project Manager and presented to the Project Sponsor for sign-off. Following sign-off, a suite of closure activities is undertaken to formally close the project. After these activities have been completed, a Post Implementation Review is undertaken to measure the success of the project and identify lessons learnt for future projects.
Introduction Project Description / Background Project Initiation Document.>
Project Executive Summary Project Executive Summary
Project Team Structure Project Team Structure
Project Closure Report Template
Page 2 of 11
Project Performance This section identifies the criteria required to complete the project and any outstanding items which still need to be undertaken even though the project may be ready for completion. Completion Criteria (i.e. Project Scope) In the table below, list the criteria which must be met to confirm that the project is completed. For each criteria listed, assess whether or not it has been achieved to the satisfaction of the customer. Completion Criteria Performance Criteria
Satisfaction Level
Objectives: •
Exceeded
All project objectives have been achieved (as defined in the C.A.R. and Project Initiation documents)
Deliverables: •
Met Did Not Meet Exceeded
All deliverables have been completed (as defined in the C.A.R. and Project Initiation documents)
Deliverables: •
Comments
Met Did Not Meet Exceeded
All deliverables have been accepted by the customer (as defined in the C.A.R. and Project Initiation documents)
Met Did Not Meet
Outstanding Items In the table below, list any outstanding items which still need to be undertaken even though the project has satisfied the above completion criteria. For each item, list the actions required to be undertaken and the Owner responsible for undertaking the action. Outstanding Items Item
Action
Activities
Version 1.0 Updated on: July 11, 2009
Overview What is a Project Closure Report? A Project Closure Report is a document which formalizes the closure of the project. It provides confirmation that the criteria for customer acceptance have been met and requests sign-off from the Project Sponsor to close the project. A Project Closure Report includes: • • • • •
A formal list of completion criteria Confirmation that each completion criterion has been met A list of outstanding business activities, risks and issues A set of closure actions (to hand over project deliverables / documentation, terminate suppliers, release resources and undertake closure communication) A request for project closure approval.
When to use a Project Closure Report A Project Closure Report is undertaken at the start of the Project Closure phase (i.e. after the end of the Project Execution phase). The document is usually prepared by the Project Manager and presented to the Project Sponsor for sign-off. Following sign-off, a suite of closure activities is undertaken to formally close the project. After these activities have been completed, a Post Implementation Review is undertaken to measure the success of the project and identify lessons learnt for future projects.
Introduction Project Description / Background Project Initiation Document.>
Project Executive Summary Project Executive Summary
Project Team Structure Project Team Structure
Project Closure Report Template
Page 2 of 11
Project Performance This section identifies the criteria required to complete the project and any outstanding items which still need to be undertaken even though the project may be ready for completion. Completion Criteria (i.e. Project Scope) In the table below, list the criteria which must be met to confirm that the project is completed. For each criteria listed, assess whether or not it has been achieved to the satisfaction of the customer. Completion Criteria Performance Criteria
Satisfaction Level
Objectives: •
Exceeded
All project objectives have been achieved (as defined in the C.A.R. and Project Initiation documents)
Deliverables: •
Met Did Not Meet Exceeded
All deliverables have been completed (as defined in the C.A.R. and Project Initiation documents)
Deliverables: •
Comments
Met Did Not Meet Exceeded
All deliverables have been accepted by the customer (as defined in the C.A.R. and Project Initiation documents)
Met Did Not Meet
Outstanding Items In the table below, list any outstanding items which still need to be undertaken even though the project has satisfied the above completion criteria. For each item, list the actions required to be undertaken and the Owner responsible for undertaking the action. Outstanding Items Item
Action
Activities
Risks
Issues
Project Closure Report Template
Owner
Page 3 of 11
Project Budget / Cost In the table below, reflect the budget / cost performance of the project. This table may also be copied into Excel for more dynamic execution and calculations. Project Budget / Cost Line Item
Budget
Actuals
(Over) / Under Budget
Hardware:
$
$
$(
)
/
$
Software:
$
$
$(
)
/
$
Contractual Services:
$
$
$(
)
/
$
Other:
$
$
$(
)
/
$
Totals:
$
$
$(
)
/
$
Performance Criterion Project Cost
Exceeded
Met
Did Not Meet
Project Quality In the table below, please fill in the key deliverables and describe, according to the Quality Plan, Measurements, and Customer Satisfaction Survey, if each deliverable Exceeded, Met, or Did Not Meet the customer’s expectation. Project Quality <Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
<Enter Key Deliverable>
Exceeded
Met
Did Not Meet
Project Closure Report Template
Page 4 of 11
Lessons Learned and Best Practices This section summarizes the project close lessons learned and identifies key best practices. Lessons Learned In the table below, briefly summarize Lessons Learned or refer to the project document PMO Project Lessons Learned Methodology. Lessons Learned
Best Practices In the table below, briefly summarize best practices observed and/or utilized for this project. Best Practices
Project Conclusion In the table below, please provide a brief concluding statement for the report. Project Conclusion
Project Closure Report Template
Page 5 of 11
Project Closure Transition This section outlines the next steps required to finalize the closure of the project. This includes (but may not be limited to): 1. Hand-off of deliverables and documentation to the customer 2. The termination of supplier contracts 3. The release of project resources back to the business (or the marketplace) 4. The communication to all stakeholders that the project is now formally closed. Deliverables Develop a hand-off plan for the release of all project deliverables to the customer. An example format is included below. This table may also be copied into Excel for more dynamic execution: Deliverable
Current
Type
Owner
HR / General Ledger System Modules
Name
New© Location Ex. FTL, DFB
Owner Name
Hand-over Plan Location
Activities
Date
Owner
Ex. FTL, DFB
•
Date
Name
• •
Project Closure Report Template
Handover system maintenance Handover operational Handover system documentation
Page 6 of 11
Documentation Develop a hand-off plan for the release of all project documentation to the customer. An example format is included below. This table may also be copied into Excel for more dynamic execution: Documentation
Current
Type
Owner
Division
Owner
Division
Activities
Date
Owner
Project Initiation:
Name
Ex. FTL, DFB
Name
Ex. FTL, DFB
Activity
Date
Name
Name
Ex. FTL, DFB
Name
Ex. FTL, DFB
Activity
Date
Name
Name
Ex. FTL, DFB
Name
Ex. FTL, DFB
Activity
Date
Name
• • •
Project Initiation Document Project Scope Deliverables Document Business Requirements
Project Planning • • • • • • • • •
Project Plan (if necessary) Resource Plan Financial Plan Quality Plan Acceptance Plan Training Manuals Reference Guides Manuals Communication Collateral (if any)
Project Execution • • • •
Change Control Process Change Form Change Risk (if requested by customer)
New©
Hand-over Plan
Project Close-Out • • • •
Lessons Learn Document Results from Customer Satisfaction Surveys (Quality) Service Level Agreement Best Practices
Project Closure Report Template
Page 7 of 11
Suppliers Develop a hand-off plan for the termination of project supplier contracts. An example format is included below. This table may also be copied into Excel for more dynamic execution: Supplier Name
Contract Reference
Termination Activity©
Release Date
Activity Owner
Supplier Name
Contract (SOW) Ref. No.
• • • •
Date activity to be completed by
Name of person responsible for activity
Notify supplier of termination Release supplier resources Return supplier assets Pay supplier invoices
Resources Develop a hand-off plan for the release of all project resources (including staff and equipment). An example format is included below. This table may also be copied into Excel for more dynamic execution: Resource Name
Current
Release Activity
Release Date
Activity Owner
Staff Name
Project Role
• • • •
Notify staff member of release Release staff member Return staff assets Pay final staff salary
Date staff member released
Name of person responsible for activity
Equipment Type
Equipment Purpose
• • • •
Identify new owner Undertake equipment sale Release equipment Update General Ledger
Date equipment released
Name of person responsible for activity
Designation
Equipment Develop a plan to identify, decommission, dispose, store, or reassign any related hardware that is being replaced. An example format is included below. This table may also be copied into Excel for more dynamic execution: Equipment Name
Current
Equipment Type
Equipment Purpose
Project Closure Report Template
Release Activity
Release Date
Activity Owner
• • • • •
Date equipment released, decommissioned, reassigned, etc.
Name of person responsible for activity
Designation Identify new owner Undertake equipment sale Release equipment Update General Ledger Decommission equipment
Page 8 of 11
Communication Develop a plan to communicate the project closure to all stakeholders and interested parties. An example format is included below. This table may also be copied into Excel for more dynamic execution: Target Audience
Intended
Recipient Names or Groups for receipt of messages
•
Message
• •
Project has been successfully completed and is now closed Benefits realized due to success of the project Lessons learned from project
Method Used©
Dispatch Date
Dispatch Owner
•
Date when communication should be released
Name of the person responsible for communication
• •
Email and formal letter for each recipient Special Board presentation on benefits realized Undertake ‘Post Implementation Review’ and email to key stakeholders
ing Documentation Attach any documentation that is relevant to the Project Closure Report. Examples include: • •
Project documentation generated to date (Project Initiation, Project Plan, Resource Plan, Financial Plan, Quality Plan or Acceptance Plan) which relates to the project closure criteria specified. Other relevant information or correspondence.
Project Closure Report Template
Page 9 of 11
Document Approvals Role Technology Project Management Office, Closure Review Sponsor
Name
Signature©
Date
Technology Executive Sponsor, VP/CTO
Business Executive Sponsor, Director/VP
Technology Project Manager
Project Closure Report Template
Page 10 of 11
Version Control Version Control: 1.0 Revision Date:
Project Closure Report Template
Change:
Revision Made By:
Page 11 of 11
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