Project Implementation and Closure Plan

Loic@1313

ProjectClosureTemplate.docx

Home >Information Systems homework help >Project Implementation and Closure Plan

Project Closure

Template

Document Control

Document Information

©	Information
Document Id	[Document Management System #]
Document Owner	[Owner Name]
Issue Date	[Date]
Last Saved Date	[Date]
File Name	[Name]

Document History

Version	Issue Date	Changes
[1.0]	[Date]	[Section, Page(s) and Text Revised]

Document Approvals

Role	Name	Signature©	Date
Project Sponsor
Project Review Group
Project Manager©
Quality Manager (if applicable)
Procurement Manager (if applicable)
Communications Manager (if applicable)
Project Office Manager (if applicable)

Table of Contents

Template Guide 1

1 Project Completion 2

1.1 Completion Criteria 2

1.2 Outstanding Items 2

4.1 Supporting Documentation 9

Template Guide

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. ©

How to use this template

This document provides a guide on the topics usually included in a Project Closure Report. Sections may be added, removed or redefined at your leisure to meet your particular business circumstance. Example tables, diagrams and charts have been added (where suitable) to provide further guidance on how to complete each relevant section.

Project Completion

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

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.

Category

Criteria

Achieved

Objectives

· The project ‘vision’ has been achieved (as defined in the Terms of Reference)

· All project objectives have been achieved (as defined in the Terms of Reference)

Y / N

Benefits

· The full benefits have been realized (as defined in the Business Case)

Y / N

Deliverables

· All deliverables have been completed (as defined in the Terms of Reference)

· All deliverables have been accepted by the customer (as per the Acceptance Plan)

Y / N

Outstanding Items

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.

Item

Action©

Owner

Activities

List all activities or tasks which have not yet been completed (as defined in the Project Plan)

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 Closure

This section outlines the next steps required to perform the closure of the project. This includes the handover of deliverables and documentation to the customer, the termination of supplier contracts, the release of project resource back to the business (or the marketplace) and the communication to all stakeholders that the project is now formally closed.

Deliverables

Identify a hand-over plan for the release of all project deliverables to the customer. An example follows:

Deliverable

Current

New©

Hand-over Plan

Type

Owner

Location

Owner

Location

Activities

Date

Owner

Financial General Ledger, Accounts Payable and Accounts Receivable system modules

Name

Address

Name

Address

· Handover system maintenance

· Handover operational support

· Handover system documentation

Date

Name

Documentation

Identify a hand-over plan for the release of all project documentation to the customer. An example follows:

Documentation

Current

New©

Hand-over Plan

Type

Owner

Location

Owner

Location

Activities

Date

Owner

Project Initiation:

· Business Case

· Feasibility Study

· Terms of Reference

Name

Address

Name

Address

Activity

Date

Name

Project Planning

· Project Plan

· Resource Plan

· Financial Plan

· Quality Plan

· Acceptance Plan

Name

Address

Name

Address

Activity

Date

Name

Project Execution

· Change Process

· Change Form

· Change Register

· Risk Process

· Risk Form

· Risk Register

Name

Address

Name

Address

Activity

Date

Name

Suppliers

Identify a hand-over plan for the termination of project supplier contracts. An example follows:

Supplier Name

Contract Reference

Termination Activity©

Release Date

Activity Owner

Supplier Name

Contract 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

Identify a hand-over plan for the release of all project resources (including staff and equipment). An example follows:

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

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

Communication

Identify a plan to communicate the project closure to all stakeholders and interested parties. An example follows:

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

Approval

Name: __________________

Role: __________________

Signature: __________________

Date: ___ / ___ / ___

By signing this document, I grant approval to formally close this project and complete the hand-over activities as described above.

Appendix

Supporting Documentation

Attach any documentation you believe is relevant to the Project Closure Report. Examples include:

· Project documentation generated to date (e.g. Business Case, Feasibility Study, Terms of Reference, Project Plan, Resource Plan, Financial Plan, Quality Plan or Acceptance Plan) which relates to the project closure criteria specified

· Other relevant information or correspondence. ©

Take a Free Trial of ProjectManager.com

To see why it’s the best way to manage your projects!

Category	Criteria	Achieved
Objectives	· The project ‘vision’ has been achieved (as defined in the Terms of Reference) · All project objectives have been achieved (as defined in the Terms of Reference)	Y / N
Benefits	· The full benefits have been realized (as defined in the Business Case)	Y / N
Deliverables	· All deliverables have been completed (as defined in the Terms of Reference) · All deliverables have been accepted by the customer (as per the Acceptance Plan)	Y / N

Item	Action©	Owner
Activities	List all activities or tasks which have not yet been completed (as defined in the Project Plan)	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

Deliverable	Current	New©	Hand-over Plan
Type	Owner	Location	Owner	Location	Activities	Date	Owner
Financial General Ledger, Accounts Payable and Accounts Receivable system modules	Name	Address	Name	Address	· Handover system maintenance · Handover operational support · Handover system documentation	Date	Name

Documentation	Current	New©	Hand-over Plan
Type	Owner	Location	Owner	Location	Activities	Date	Owner
Project Initiation: · Business Case · Feasibility Study · Terms of Reference	Name	Address	Name	Address	Activity	Date	Name
Project Planning · Project Plan · Resource Plan · Financial Plan · Quality Plan · Acceptance Plan	Name	Address	Name	Address	Activity	Date	Name
Project Execution · Change Process · Change Form · Change Register · Risk Process · Risk Form · Risk Register	Name	Address	Name	Address	Activity	Date	Name

Supplier Name	Contract Reference	Termination Activity©	Release Date	Activity Owner
Supplier Name	Contract 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

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	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

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