5.project Closure Template

Project Closure
Template
Document Control
Document Information
Document Id
Document Owner
Issue Date
Last Saved Date
File Name
Information
[Document Management System #]
[Owner Name]
[Date]
[Date]
[Name]
Document History
Version
[1.0]
Issue Date
[Date]
Changes
[Section, Page(s) and Text Revised]
Document Approvals
Role
Project Sponsor
Name
Signature
Date
Project Review Group

Project Manager
Quality Manager
(if applicable)
Procurement Manager
(if applicable)
Communications
Manager
(if applicable)
Project Office Manager
(if applicable)
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Table of Contents
TEMPLATE GUIDE....................................................................................1
1
PROJECT COMPLETION........................................................................2
1.1
1.2
COMPLETION CRITERIA.............................................................................................................2
OUTSTANDING ITEMS............................................................................................................... 2
PROJECT CLOSURE.............................................................................4
2.1
2.2
2.3
2.4
2.5
DELIVERABLES........................................................................................................................4
DOCUMENTATION.................................................................................................................... 5
SUPPLIERS............................................................................................................................. 7
RESOURCES........................................................................................................................... 7
COMMUNICATION.................................................................................................................... 8
APPROVAL......................................................................................8
APPENDIX.......................................................................................9
4.1
SUPPORTING DOCUMENTATION.................................................................................................. 9
ii
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.
1 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.
1.1 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
1.2 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
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
Owner
2 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.
2.1 Deliverables
Identify a hand-over plan for the release of all project deliverables to the customer. An example follows:
Deliverable
Current
Type
Owner
Location
Owner
Location
Financial General Ledger,

Accounts Payable and
Accounts Receivable system
modules
Name
Address
Name
Address
New
Hand-over Plan
Activities
Handover system maintenance
Handover operational support
Handover system documentation
Date
Owner
Date
Name
2.2 Documentation
Identify a hand-over plan for the release of all project documentation to the customer. An example follows:
Documentation
Current
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
New
Hand-over Plan
2.3 Suppliers
Identify a hand-over plan for the termination of project supplier contracts. An example
follows:
Supplier
Name
Contract
Reference
Termination Activity
Supplier Name
Contract
Ref. No.
Notify supplier of termination

Release supplier resources
Return supplier assets
Pay supplier invoices
Release
Date
Activity
Owner
Date activity
to be
completed by
Name of
person
responsible
for activity
2.4 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
Identify new owner

Undertake equipment sale
Release equipment
Update General Ledger
Date
equipment
released
Name of
person
responsible
for activity
Equipment Type
Equipment
Purpose
2.5 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
Date when
communicatio
n should be
released
Name of the
person
responsible for
communication
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
3 Approval
Name:
__________________
Role:
__________________
Signature:
__________________
Date:
___ / ___ / ___
By signing this document, I grant approval to formally close this project and complete the handover activities as described above.
4 Appendix
4.1 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.

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Project Closure

Project Review Group

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A formal list of completion criteria

When to use a Project Closure Report

How to use this template

Copyright Method123 Ltd

1.1 Completion Criteria

The project vision has been achieved (as

The full benefits have been realized (as

All deliverables have been completed (as

1.2 Outstanding Items

List all activities or tasks which have not yet

List all business risks which have not yet

List any current issues which are impacting

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Financial General Ledger,

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Notify supplier of termination

Notify staff member of

Identify new owner

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Project has been

Email and formal

___ / ___ / ___

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Copyright Method123 Ltd

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