project closure report template

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Version 1.0 Updated on: July 11, 2009

Project Closure Report Template Page 2 of 11

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

<Please provide an executive summary of the contents in the report. This section should be written last. >

Project Team Structure

Project Team Structure

<Please provide a comprehensive list of the project team members. - Include internal, external, and 3rd parties (vendors, etc.)>


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 Comments

Objectives:

• All project objectives have been achieved (as defined in the C.A.R. and Project Initiation documents)

Exceeded

Met

Did Not Meet

Deliverables:

• All deliverables have been completed (as defined in the C.A.R. and Project Initiation documents)

Exceeded

Met

Did Not Meet

Deliverables:

• All deliverables have been accepted by the customer (as defined in the C.A.R. and Project Initiation documents)

Exceeded

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 Owner

Activities <List all activities or tasks which have not yet been completed (as defined in the Project Plan) If none, please mark as ‘none.’>

<Name>

Risks <List all business risks which have not yet been fully mitigated> <Name>

Issues <List any current issues which are impacting on the business and have not yet been fully resolved>

<Name>


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











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

<Lessons Learned>

Best Practices In the table below, briefly summarize best practices observed and/or utilized for this project.

Best Practices

<Best Practices>

Project Conclusion In the table below, please provide a brief concluding statement for the report.

Project Conclusion

<Concluding Statement>


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 New© Hand-over Plan Type Owner Location Owner Location Activities Date Owner HR / General Ledger System Modules

Name Ex. FTL, DFB

Name Ex. FTL, DFB

• Handover system maintenance

• Handover operational support

• Handover system documentation

Date Name


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 New© Hand-over Plan Type Owner Division Owner Division Activities Date Owner Project Initiation:

• Project Initiation Document • Project Scope Deliverables

Document • Business Requirements

Name Ex. FTL, DFB

Name Ex. FTL, DFB

Activity

Date Name

Project Planning

• Project Plan (if necessary) • Resource Plan • Financial Plan • Quality Plan • Acceptance Plan • Training Manuals • Reference Guides • User Manuals • Communication Collateral (if

any)

Name Ex. FTL, DFB

Name Ex. FTL, DFB

Activity

Date Name

Project Execution

• Change Control Process • Change Form • Change Register • Risk Register (if requested by

customer)

Name Ex. FTL, DFB

Name Ex. FTL, DFB

Activity

Date Name

Project Close-Out

• Lessons Learn Document • Results from Customer

Satisfaction Surveys (Quality) • Service Level Agreement • Best Practices


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.

• Notify supplier of termination • Release supplier resources • Return supplier assets • Pay supplier invoices

Date activity to be completed by

Name of person responsible for activity

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 Designation

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


Equipment Type Equipment Purpose

• Identify new owner • Undertake equipment sale • Release equipment • Update General Ledger

Date equipment released


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 Designation

Release Activity Release Date Activity Owner

Equipment Type Equipment Purpose

• Identify new owner • Undertake equipment sale • Release equipment • Update General Ledger • Decommission equipment

Date equipment released, decommissioned, reassigned, etc.



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

Message

Method Used©

Dispatch Date

Dispatch Owner

Recipient Names or Groups for receipt of messages

• Project has been successfully completed and is now closed

• Benefits realized due to success of the project

• Lessons learned from project

• Email and formal letter for each recipient

• Special Board presentation on benefits realized

• Undertake ‘Post Implementation Review’ and email to key stakeholders

Date when communication should be released

Name of the person responsible for communication

Supporting 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.


Document Approvals

Role Name Signature© Date Technology Project Management Office, Closure Review Sponsor

Technology Executive Sponsor, VP/CTO

Business Executive Sponsor, Director/VP

Technology Project Manager


Version Control Version Control: 1.0 Revision Date: Change: Revision Made By:

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project closure report template