Closing a Project Close a Project or Phase Close Procurements

Close a Project or Phase A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition, Project Management Institute, Inc., 2013, p. 101

The Close a Project or Project Phase Process A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition, Project Management Institute, Inc., 2013, p. 100

Close a Project or Phase Inputs Project management plan Accepted deliverables Organizational process assets

Close a Project or Phase Tools and Techniques Expert judgment Analytical techniques Meetings

Close a Project or Phase Outputs Final product, service, or result transition Organizational process assets updates

Administrative Closure Involves: Verifying and documenting project results to formalize project or phase completion. Gathering and updating project documentation and relevant records and reports. Ensuring that the phase or project requirements were met and formal acceptance was granted.

Lessons Learned Reports Documents that capture salient and helpful information about the work done in a project or a project phase. Identify both the project team's strengths and areas for improvement. Compiled for the benefit of future project teams.

Close-Out Meetings Sessions held at end of project or phase Involves: Discussing the work Capturing lessons May include stakeholders, team members, project resources, and customers

Guidelines to Close Out a Project or Project Phase Review the project management plan. If applicable, use a project termination checklist. Gather and organize performance measurement documentation, product documentation, and other relevant project records. Release project resources. Update records to ensure that they reflect final specifications. Be sure to update the resource pool database to reflect new skills and increased levels of proficiency. Analyze project success and effectiveness and document lessons learned. Prepare lessons learned reports and a final project report. Obtain project approval and formal project acceptance. Archive a complete set of indexed project records. Celebrate the success of the project with the team and other stakeholders.

Close Procurements A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition, Project Management Institute, Inc., 2013, p. 387

Close Procurements Process A Guide to the Project Management Body of Knowledge (PMBOK® Guide) – Fifth Edition, Project Management Institute, Inc., 2013, p. 386

Close Procurements Inputs Project management plan Procurement documents

Close Procurements Tools and Techniques Procurement audits Procurement negotiations Records management system

Procurement Audits A systematic review of the procurement process from the planning process through the control process. Identifies the successes and failures that should be noted in the development or management of other procurement contracts.

Close Procurement Outputs Closed procurements Organizational process assets updates

Closed Procurements A written notice usually provided from the buyer to the seller once contract is complete Usually documented in the terms and conditions that were specified in the contract and the procurement management plan

Guidelines to Close Procurements Ensure that all required products or services were provided by the seller. Make sure that any buyer-furnished property or information was returned to the buyer. Settle any outstanding contracting issues. Are there any claims or investigations pending on this contract? Conduct a procurement audit to identify successes and failures of the procurement process and to evaluate the performance of the seller. Address any outstanding invoices and payments. Archive the complete contract file with the project archives. Provide the seller with formal written notice that the contract has been completed. Communicate that all procurements are closed and update organizational process asset documents as needed.

Reflective Questions What steps do you plan to take to improve the project closure process in the future? Why is collecting and documenting lessons learned an important activity?