Project Closure Report

Version 1.0
Updated on:
July 11, 2009
 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.)>

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 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: Exceeded
• All project objectives have been achieved (as defined in Met
the C.A.R. and Project Initiation documents)
Did Not Meet
Deliverables: Exceeded
• All deliverables have been completed (as defined in the Met
C.A.R. and Project Initiation documents)
Did Not Meet
Deliverables: Exceeded
• All deliverables have been accepted by the customer (as Met
defined in the C.A.R. and Project Initiation documents)
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 <Name>
in the Project Plan) If none, please mark as ‘none.’>
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 <Name>
not yet been fully resolved>

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 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
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet
<Enter Key Deliverable> Exceeded Met Did Not Meet

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 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>

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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 Name Ex. FTL, Name Ex. FTL, • Handover system Date Name
System Modules DFB DFB maintenance
• Handover
operational support
• Handover system
documentation

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 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: Name Ex. FTL, Name Ex. FTL, Activity Date Name
DFB DFB
• Project Initiation Document
• Project Scope Deliverables
Document
• Business Requirements

Project Planning Name Ex. FTL, Name Ex. FTL, Activity Date Name
DFB DFB
• Project Plan (if necessary)
• Resource Plan
• Financial Plan
• Quality Plan
• Acceptance Plan
• Training Manuals
• Reference Guides
• User Manuals
• Communication Collateral (if
any)

Project Execution Name Ex. FTL, Name Ex. FTL, Activity Date Name
DFB DFB
• Change Control Process
• Change Form
• Change Register
• Risk Register (if requested by
customer)

Project Close-Out
• Lessons Learn Document
• Results from Customer
Satisfaction Surveys (Quality)
• Service Level Agreement
• Best Practices

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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 Contract Termination Activity© Release Date Activity

Name Reference Owner
Supplier Name Contract (SOW) • Notify supplier of termination Date activity to be Name of
Ref. No. • Release supplier resources completed by person
• Return supplier assets responsible
• Pay supplier invoices 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 Current Release Activity Release Date Activity

Name Designation Owner
Staff Name Project Role • Notify staff member of release Date staff Name of
• Release staff member member released person
• Return staff assets responsible
• Pay final staff salary for activity

Equipment Type Equipment • Identify new owner Date equipment Name of

Purpose • Undertake equipment sale released person
• Release equipment responsible
• Update General Ledger for activity

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 Current Release Activity Release Date Activity

Name Designation Owner
Equipment Type Equipment • Identify new owner Date equipment Name of
Purpose • Undertake equipment sale released, person
• Release equipment decommissioned, responsible
• Update General Ledger reassigned, etc. for activity
• Decommission equipment

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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 Intended Method Dispatch Dispatch

Audience Used© Date Owner
Message
Recipient • Project has been • Email and formal letter Date when Name of the
Names or successfully completed for each recipient communication person responsible
Groups for and is now closed • Special Board should be for communication
receipt of • Benefits realized due to presentation on benefits released
messages success of the project realized
• Lessons learned from • Undertake ‘Post
project Implementation Review’
and email to key
stakeholders

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.

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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

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

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