Before you can formally close the project, the Project Manager and project team will need to carry out the following key activities:
- Verifying with the customers that the agreed products, services, or system were delivered to their expectation
- Completing any outstanding project related work
- Working with the operational areas to handover tasks and support, including the benefits management plan and action
- Wrapping up any procurement and contracts and completing any financial transactions
- Informing the stakeholders that the project will be closing and its associated process.
Complete Lessons Learned Log
The Project Manager needs to conduct a final Lessons Learned activity with key stakeholders and project team to record things that went well, did not go to plan, or where the project could have run more smoothly. This log will identify mistakes not to be repeated in future projects and how to gain efficiencies.
Confirm the transition/handover to Business as Usual (BAU)
Prepare a checklist of documents and tasks that need to handed over to the operational business unit to manage the systems, facilities or services delivered. In the case of transitioning an ICT system to BAU, the ICT Operational Acceptance document provides a checklist of all the documents produced during the project that are handed over to the business as the owners of the system and the ITS support teams.
The Project Manager needs to ensure appropriate documentation is provided to the business’ support areas and that they are happy with the information and training received to accept this new service into BAU.
Formally close the project
You can now start to formally close the project. Your key stakeholders and project team should be involved in the preparation of the Closure Report, and acknowledge that the project is completed. The Closure Report records the performance of your project against the agreed Project Plan and includes reference to the:
- Business Case or BOSCARD
- Project Brief or UICT Project Proposal
- Issues Log
- Risk Register
- Lessons Learned log
The Project Manager will present the Closure Report to the Sponsor and/or Project Board/Steering Committee to formally seek their approval to close out the project and release the project team, any equipment and remaining budget.
You must ensure all project management documentation are securely stored and accessible for reference by future projects. It is also highly recommended that you conduct a Post Implementation Review to identify actions required to maximise benefits realisation.