The purpose of the process of closing a project is to provide a fixed point at which acceptance of the
project product is confirmed.
It also provides a point to recognize that the objectives or the approved changes to the objectives,
as established in the project initiation documentation, have been achieved.
Where there is a cause for a premature close, this process ensures the project is closed in an orderly way.
Closing a project objectives
The objectives of the process of closing a project are to:
- check user acceptance of the project product
- ensure that the business can support the products when the project is closed
- review the performance of the project against its baselines
- assess any benefits that have already been realized, and update the benefits management approach to include any post-project benefit reviews
- ensure provision has been made to address all open issues and risks, with follow-on action recommendations
- ensure the project is closed in an orderly way and not simply abandoned (in the case of a premature close).
One of the defining features of a project is that it is finite; it has a start and an end. If the project
loses this distinction, it loses some of its advantages over purely operational management approaches.
A clear end to a project is always more successful than a slow drift into use, as it is a recognition by all concerned that:
- the original objectives have been met (subject to any approved changes)
- the current project has run its course
- responsibility for ongoing operations and maintenance of the products has been confirmed by the agreed owners
- the temporary project organization, specifically the project management team, can be disbanded
- project costs should no longer be incurred.
- provides an opportunity to ensure that all unachieved goals and objectives are identified, so they can be addressed in the future
- transfers ownership of the products to the agreed owners and terminates the responsibility of the project management team.
Closure activities
Closure activities should be planned as part of the stage plan for the final stage.
When closing a project, work is required to prepare information to the project board to obtain its authorization to close the project.
Subsequently, the project executive should also notify the business layer that the
project has closed. It is also possible that the project board may wish to trigger a premature closure of the project under some circumstances; for example, if the business case is no longer valid.
If the project is being brought to a premature close, this process will still need to be executed.
Several actions specific to the project product may be required after the project; these should be
documented and planned as follow-on action recommendations. The actions may have different
audiences and therefore may need to be issued individually.
The needs of the recipient will determine the format and content; some may want a formal report, some a log entry on a system, whereas others may want a meeting.
