Project Close Report and Project Close Report - Lite

Purpose

The Project Close report is a document that officially recognizes the end of a project, identifies lessons learned, and makes recommendations for future actions and process improvements.

Template

Project Close Report

Project Close Report - Lite 

Guidelines

Overview

The project manager typically prepares the project charter with input from the project sponsor.  The purpose of the project charter is to provide the project manager with the authority to apply organization resources with project activities. 

  • Review project information by reading documentation (such as charter, risks, issues, lessons learned, contracts and statements of work, stakeholder register, deliverable documentation, approved changes).
  • If it has been agreed that a project satisfaction survey should be done, contact the PPO to request satisfaction survey 
  • Assess success of project based on the success criteria and measurements outlined in the charter and project management plan.  Perform required measurements for success criteria working with the project stakeholders, as appropriate. 
  • Create the project closure report and review with applicable stakeholders and sponsor for accuracy and completeness, if required.
  • Review the close report with the project Sponsor.  Sign off by Sponsor triggers the formal close of the project. .
  • Upload the project closure report to Team Dynamix and notify the PPO.

The main PM deliverable from the closeout stage is the project close report or the abbreviated version of the project charter (known as Project Charter – Lite), depending on the size of the project.  Both versions are explained in below.

Project Close Report – Lite Components

An abbreviated Project Close Report can be used for simple, low complexity projects.  All projects following the PM-LITE stream are considered in this description.  For simple projects the process is meant to be quick and includes the Lessons learned report.  The project manager prepares the close report and reviews with the Project Sponsor and key business manager to ensure all agree to close the project.

Section 1 – Project Performance

  1. Reason for Project Close
    1. Identify if the project was successful completed or not
    2. If not, identify the reason for the project to be closed early
  2. Performance Against Schedule– Describe the actual performance against the planned project schedule defined in the Project Charter and identify the reason(s) for variance. Identify the planned and actual start and end dates of the project and variance in days between each.
  3. Performance Against Budget - Describe the actual performance against the project budget defined in the Project Charter and identify the reason(s) for variance.
  4. Performance Against Resource Estimated – Describe the actual performance against the project resource requirements defined in the Project Charter and identify the reason(s) for variance.
  5. Performance Against Goals/Objectives – List the project goals/objectives defined in the Project Charter and for each identify if the goal/objective was met and provide comments as required.   If additional goals/objectives were added during the project include these also.

Section 2 – Review of Project Deliverables

  1. Performance Against Deliverables – List the project goals/objectives defined in the Project Charter and for each identify if the goal/objective was met and provide comments as required.   If additional goals/objectives were added during the project include these also.

Section 3 – Lessons Learned

For each project stage

  1. What Worked Well – Identify what worked well for the project
  2. What Did not work well – Identify what did not work well for the project
  3. What Can be improved – Identify any process improvements or training opportunities encountered during the project
  4. Unexpected events/obstacles - Identify any unexpected event/obstacles that occurred during the project.

Section 4 – Future Recommendations

List recommendations to support future projects

  1.  Area – Identify the area that the recommendation relates to.  For example -
    Testing, design, team work etc.
  2. Process improvement Recommendations – Identify the recommendation
  3. Action Plan – Identify if any actions need to be taken to move forward with the recommendation

Section 5 – Post-Project Support/Responsibilities

Identify any activities required by the operational area.  This section can also be used to list enhancements that were identified during the project but were not within project scope.

Section 6 – Open Action Items & Issues

Identify any post-project action items or issues for follow-up.  Where possible ensure that an owner is identified, an agreed to completion date is identified and responsibility for these items has been clearly handed over.

Section 7 – Approval to Close Project

Both the Project Sponsor and key Business Manager should review and agree to the closing of the project.

Project Close Report – Components

To follow

 

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