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Project Closure checklist


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Project Closure checklist This Project Closure checklist is composed to help project managers in passing through the last phase of the Project Life Cycle successfully and effectively, avoiding any possible issues. This checklist is a guide through the main process, comprising the list of tasks, documents and essentials. 

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Project Closure Process:

  • Ensure that project meets criteria (perform special review for this, see examples of essential project completion indicators below):
    • The project vision and mission were achieved;
    • The project objectives were attained;
    • The project produced the demanded benefits;
    • The project deliverables have been produced;
  • Ensure creating the report that enables the Project Sponsor/Customer to know how and when you want to close the project (it includes the documented reasons for closing the project, the steps necessary to undertake, and agenda):

This document allows the Customer to approve the actions needed to close out the project effectively. The Project Manager is fully responsible for every activity listed in the report, so that the project is considered closed only when all the registered actions in the report have been completed as appropriate.

  • Ensure that all project tasks are completed, so nothing outstanding remains in inventory;
  • Ensure that all outstanding project issues and clauses are answered, addressed, documented and resolved as appropriate (exhaustively);
  • Ensure that requirements of the Project Charter (scope and objectives) were properly met;
  • Ensure that success measures (success criteria) established for the project were met (quality, costs, time, and other metrics);
  • Ensure communicating the closure of the project to all stakeholders and concerned parties;
  • Ensure that feedback from the project stakeholders/diverse auditory was received, answered and documented (this could be achieved via distributing emails, letters, phone calls, and formal meetings);
  • Ensure handing over all project deliverables and documentation to the customer;
  • Ensure that end project users were properly trained (knowledge transferring function);
  • Ensure procedures on staff performance evaluation, rewarding, dismissal from duties, reassignment to other projects;
  • Ensure that the Project Manager and concerned functional managers have signed-off and handed out recommendations to staff members;
  • Ensure reporting, release and redirecting of all material resources engaged into the project: raw materials, vehicles, equipment, infrastructure, etc;
  • Ensure efforts from finance and legal specialists to complete, finalize and close all the project-related contract commitments as appropriate;
  • Ensure final accounting of the project’s costs and budget. Make sure that everything billable is accounted, paid and received as appropriate;
  • Ensure appropriate canceling and closing all the project-related contracts (with staff members, suppliers, contractors, etc);
  • Ensure final collection, completion and systematization of all the project’s records;
  • Ensure completing, checking, collating and finally archiving of the project documentation (technical, administrative, etc);
  • Ensure that the project maintenance is assigned and all procedures are in place;
  • Review, study, and summarize the project performance to provide a complete picture of the successes and failures according to different functional areas of project management:
    • Issues, Changes and Risks;
    • Staffing, Organization and Technology;
    • Customer Expectations and Quality;
    • Costs, Budgeting and Schedule;
    • Lessons Learned;
    • Project Highlights and Best Practices for future projects;
  • Compose documents as appropriate in your case (ex: Synopsis, Report on Project Highlights and Lessons Learnt, Report on Quality Management, Risks, Post-implementation report, etc);
  • Hold the meeting which is a full team forum for acknowledging achievements, and for learning the captured experience, so the effective meeting agenda may include the following points:
    • Formally close out and analyze the project ....

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