Project Closure
Template
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Document Information
©
Information
Document Id [Document Management System #]
Document Owner [Owner Name]
Issue Date [Date]
Last Saved Date [Date]
File Name [Name]
Document History
Version Issue Date Changes
[1.0] [Date] [Section, Page(s) and Text Revised]
Document Approvals
Role Name Signature © Date
Project Sponsor
Project Review Group
Project Manager ©
Quality Manager
(if applicable)
Procurement Manager
(if applicable)
Communications
Manager
(if applicable)
Project Office Manager
(if applicable)
Table of Contents
TEMPLATE GUIDE....................................................................................1
1 PROJECT COMPLETION........................................................................2
1.1 COMPLETION CRITERIA.............................................................................................................2
1.2 OUTSTANDING ITEMS...............................................................................................................2
2 PROJECT CLOSURE.............................................................................4
2.1 DELIVERABLES....................................................................................................................... 4
2.2 DOCUMENTATION....................................................................................................................5
2.3 SUPPLIERS............................................................................................................................. 7
2.4 RESOURCES........................................................................................................................... 7
2.5 COMMUNICATION.................................................................................................................... 8
3 APPROVAL......................................................................................8
4 APPENDIX.......................................................................................9
4.1 SUPPORTING DOCUMENTATION..................................................................................................9
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 Y/N
defined in the Terms of Reference)
All project objectives have been achieved
(as defined in the Terms of Reference)
Benefits The full benefits have been realized (as Y/N
defined in the Business Case)
Deliverables All deliverables have been completed (as Y/N
defined in the Terms of Reference)
All deliverables have been accepted by
the customer (as per the Acceptance
Plan)
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 © Owner
Activities List all activities or tasks which have not yet Name
been completed (as defined in the Project
Plan)
Risks List all business risks which have not yet Name
been fully mitigated
Issues List any current issues which are impacting Name
on the business and have not yet been fully
resolved
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 New
© Hand-over Plan
Type Owner Location Owner Location Activities Date Owner
Financial General Ledger, Name Address Name Address Handover system maintenance Date Name
Accounts Payable and Handover operational support
Accounts Receivable system Handover system documentation
modules
2.2 Documentation
Identify a hand-over plan for the release of all project documentation to the customer. An example follows:
Documentation Current New © Hand-over Plan
Type Owner Location Owner Location Activities Date Owner
Project Initiation: Name Address Name Address Activity Date Name
Business Case
Project Charter
Feasibility Study
Stakeholder Register
Project Planning Name Address Name Address Activity Date Name
Project Plan
Resource Plan
Financial Plan
Quality Plan
Acceptance Plan
Project Execution Name Address Name Address Activity Date Name
Change Process
Change Form
Change Register
Risk Process
Risk Form
Risk Register
2.3 Suppliers
Identify a hand-over plan for the termination of project supplier contracts. An example follows:
Supplier Contract Termination Activity © Release Activity
Name Reference Date Owner
Supplier Name Contract Notify supplier of termination Date activity Name of
Ref. No. Release supplier resources to be person
Return supplier assets completed by responsibl
Pay supplier invoices e 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 Current Release Activity Release Activity
Name Designation Date Owner
Staff Name Project Role Notify staff member of Date staff Name of
release member person
Release staff member released responsibl
Return staff assets e for
Pay final staff salary activity
Equipment Type Equipment Identify new owner Date Name of
Purpose Undertake equipment sale equipment person
Release equipment released responsibl
Update General Ledger e for
activity
2.5 Communication
Identify a plan to communicate the project closure to all stakeholders and interested parties. An example
follows:
Target Intended Method Dispatch Dispatch
Audience Message Used © Date Owner
Recipient Project has been Email and formal letter for Date when Name of the
Names or successfully completed each recipient communicati person
Groups for and is now closed Special Board presentation on should be responsible for
receipt of Benefits realized due to on benefits realized released communication
messages success of the project Undertake ‘Post
Lessons learned from Implementation Review’
project 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 hand-over 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.©
