Close-Out Document
National Project Management System Business Projects-IT-Enabled Delivery Close-Out Phase
Instructions This document is your template for producing a project close-out document, a mandatory NPMS deliverable.
Document Purpose The purpose of this document is to mark the completion of the project by assessing the project’s performance, identifying the lessons learned, and confirming that essential contractual and other project closure activities have been completed. This document also transfers assets, deliverables and all ongoing administrative functions to an in- service business organization. Included in this transfer is the commitment to measure the benefits/outcomes delivered by the project.
Using this Template
Using this template To create a project close-out document from this template, simply: 1. Replace the title on the cover page with the name of your project and the organization information. 2. Replace the
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Revision History
Version Description Date Modified Author Number 1.0
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Recommendation It is recommended that this Project Close-Out Document be accepted and mark the end of this project.
Review and Approval
______Full name Date Title
______Full name Date Title
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Table of Contents Instructions...... 2 Revision History...... 3 Recommendation...... 4 Review and Approval...... 4 1 Purpose...... 6 1.1 Background...... 6 2 Project Completion Work...... 6 2.1 Work Completed (as part of project wrap-up)...... 6 2.2 Outstanding Issues...... 7 3 Project Performance Assessment...... 7 3.1 Baseline...... 7 3.2 Project End-Result...... 7 3.3 Project Deliverables...... 7 3.4 Project Costs, Schedule...... 7 3.5 Stakeholders/Clients...... 7 3.6 Project Scope Changes...... 7 3.8 Overall Project Assessment...... 8 4 Lessons Learned...... 8 5 Post Implementation Business Benefits...... 9 Annex A – Close Out Document Checklist...... 11
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1 Purpose The purpose of this document is to mark the completion of the
1.1 Background
2 Project Completion Work
2.1 Work Completed (as part of project wrap-up)
contract closure (current status, estimated final closure date; for ongoing support/maintenance contracts, refer to who is responsible, renewal periods, costs, etc.) financial closure (invoice approvals, payments, financial system transactions, transfer of remaining funds) asset transfer (disposition of hardware, software licenses, furniture, etc.) administrative closure (transfer of administrative functions to an in-service support organization; transfer includes handover of project deliverables to a responsibility center) human resources (FTEs returned to home units, departures of contracted resources) information management - describe where the documents have been stored or archived, using a table format such as the following: Deliverable Medium Location (Logical or Physical Storage) Project Management Electronic EDRM #s or Shared Drive Deliverables Path Signed Contracts Paper document e.g. File Cabinet ##, PDP III, 3a2, cubicle 106L In larger projects, these elements may be expanded into separate sections.> NPMS Business Projects-IT-Enabled 6 2.2 Outstanding Issues 3 Project Performance Assessment 3.1 Baseline 3.2 Project End-Result 3.3 Project Deliverables 3.4 Project Costs, Schedule 3.5 Stakeholders/Clients 3.6 Project Scope Changes NPMS Business Projects-IT-Enabled 7 Provide a summary table from the Project Change Register and/or from the Change Request Board minutes. Identify and assess the project changes made during the course of the project as approved in Change Requests.> Scope Change Type Total # of Level of Effort in Estimated Cost changes Person Days Impact Add + Remove - Defer Modify Administrative Cancel Total net net 3.8 Overall Project Assessment 4 Lessons Learned NPMS Business Projects-IT-Enabled 8 . Integration Management . Risk Management . Scope Management . Procurement Management . Time Management . Communications Management . Cost Management . Human Resources Management . Quality Management . Information Management . Project Management . Governance . Product Development Present this section in a table such as the one shown below.> ID Lesson Learned Recommendation Reference 5 Post-Implementation Business Benefits NPMS Business Projects-IT-Enabled 9 Benefit (or outcome) 1 Benefit (or outcome) 2 NPMS Business Projects-IT-Enabled 10 Annex A – Close-Out Document Checklist Close-Out Document Checklist The Delivery Close-Out Phase is the final and most integral stage of the √ project. It not only gives the team the opportunity to tie-up all loose ends, If Complete including a transfer of outstanding issues to operational OPIs, but it allows for a thorough assessment of all aspects of the project. This assessment underscores any performance targets that were reached, surpassed, or not met. In addition, the continuous improvement process provides a valuable method for highlighting successes as well as deficiencies reported throughout the life of the project. These records form the basis for systematic improvements to the way similar projects will be delivered in the future. This document records the completion of core deliverables and the status of the key close out activities. Core Deliverables Statement of Requirements Preliminary Project Plan Feasibility Report Business Case (equivalent to the Investment Analysis Report (IAR)) Project Charter Preliminary Project Approval (PPA (TB Submission if required) Briefing Notes (if required) Project Complexity and Risk Assessment (PCRA) Project Management Plan Product Turnover Close-Out Document Records of Decision (e.g., emails or minutes) Items Brought Forward: Check all that apply √ Key Activities Changes documented in Change Log Open issues documented in Issue Log and transferred to an operational OPI Location of the project and product deliverables recorded in the Information Management Plan NPMS Business Projects-IT-Enabled 11 Action items assigned to OPI Assets transferred to OPI Lessons learned documented in Lessons Learned Log Project Implementation Review completed Invoices paid and contract closed Funds transferred and financial accounts closed Human resources transferred to new home units; consultants released Ongoing administrative roles transferred to operations (including any warranties) NPMS Business Projects-IT-Enabled 12