CLOSE PROJECT

The Close Project Process involves performing the project closure portion of the project management plan. This process includes finalizing all activities completed across all the Project Process Groups to formally close the project or phase, and transfer the completed or cancelled project or phase as appropriate. The Close Project Process also establishes the procedures to coordinate activities needed to verify and document the project deliverables, to coordinate and interact to formalize acceptance of those deliverables by the customer or sponsor, and to investigate and document the reasons for actions taken if a project is terminated before completion. Two procedures are used to establish the interactions necessary to perform the closure activities across the entire project.

• The administrative closure procedure covers the whole project and planning and preparing the phase closures as each phase is completed. This procedure details all the activities, interactions, and the related roles and responsibilities of the project team members and other stakeholders involved in executing the

administrative closure procedure for the project or any of its phases. Performing the administrative closure process also includes integrated activities needed to collect project or phase records, analyze project success or failure, gather lessons learned for each project phase, and archive project or phase information for future use by the performing organization.

• The contract closure procedure includes all activities and interactions needed to settle and close any contract, purchase, or acquisition agreement established for the project, as well as defining those contract related activities supporting the formal administrative closure of the project. This procedure involves both product verification (all work completed correctly and satisfactorily) and administrative closure (updating of contract records to reflect final results and archiving of such

information for future use). The contract terms and conditions can also prescribe specific procedures for contract closure that must be part of this procedure. Early termination of a contract is a special case of contract closure that could involve, for example, the inability to deliver the product, a budget overrun, or lack of required resources.

4.7.1 Close Project: Inputs

Described in Section 4.1.

.2 Project Scope Statement Described in Section 4.2.

.3 Project Management Plan Described in Section 4.3.

.4 Contract Documentation

Contract documentation is a major input used to perform the contract closure process and includes the contract itself, changes to the contract, and other seller documentation such as technical approach or product description. Additionally, part of the contract or one of its subsidiary documents defines deliverable acceptance criteria and procedures (Section 12.7).

.5 Organizational Process Assets Described in Section 4.1.

.6 Environmental and Organizational Factors Described in Section 4.1.

.7 Work Performance Information Described in Section 4.4.

.8 Deliverables (Approved)

Described in Section 4.4 approved by the integrated change control process.

4.7.2 Close Project: Tools and Techniques

Project management methodology aids a project management team in performing both administrative and contract closure procedures for the project or phase, if the project is divided into phases.

.2 Project Management Information System

Project management information system is used by the project management team to perform both administrative and contract closure procedures across the project or phases, if the project is divided into phases.

.3 Expert Judgment

Expert judgment is applied in developing and performing both the administrative and contract closure procedures.

4.7.3 Close Project: Outputs

This procedure contains all the activities and the related roles and responsibilities, and identifies the project team members involved in executing the administrative closure procedure for the project or any of its phases. The steps to transfer the project products or services to operation and production are developed and established. The procedure provides a step-by-step methodology for administrative closure that addresses:

• Actions and activities to define the stakeholder approval requirements for all levels of deliverables and changes.

• Actions and activities in other required project processes that are necessary to:

- Confirm that the project has met all stakeholders’ mandatory requirements.

- Verify that all deliverables have been provided and accepted.

- Validate that any completion and exit criteria have been met.

• Actions and activities necessary to satisfy completion or exit criteria for the project or its phases.

.2 Contract Closure Procedure

This procedure is developed to provide a step-by-step methodology for contract closure that addresses the terms and conditions of the contacts and any required completion or exit criteria. This procedure contains all the activities and the related responsibilities, and identifies the project team members and other stakeholders involved in the contract closure process, for project contract, purchase, and acquisition agreements. The actions performed formally close all contacts associated with the completed project or a specific completed phase.

.3 Final Product, Service, or Result

Delivery of the final product, service, or result that the project was authorized to produce.

.4 Organizational Process Assets (Updates)

Closure should include development of a numerical listing and location of project documentation using the configuration management system identified in Section 4.3.

• List of Project Documentation

Formal confirmation has been received from the customer or sponsor or buyer that the project or phase has met customer requirements and specifications for the project’s product, service, or result. The customer or sponsor has formally

accepted the project or phase deliverables.

• Project Closure Documents

Project closure documents consist of formal documentation indicating completion of the project and the transfer of the completed project deliverables to others, such as an operations group. If the project was terminated prior to completion, the

formal documentation indicates why the project was terminated and the transfer of the cancelled project to others.

• Historical Information

Historical information and lessons learned information are transferred to the lessons learned knowledge base for use by future projects.

Chapter 5