PEP 600
PROJECT CLOSEOUT
Page 1 of 5
Rev. Date: 15 Apr 2008
TABLE OF CONTENTS
SECTION
PAGE NO.
1.0
PURPOSE AND SCOPE........................................................................................... 2
2.0
DEFINITIONS............................................................................................................ 2
3.0
REFERENCES.......................................................................................................... 2
4.0
PROCEDURE............................................................................................................ 3
5.0
RECORDS................................................................................................................. 5
6.0
FORMS AND EXHIBITS............................................................................................ 5
CONFIDENTIAL AND PROPRIETARY
Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 600
PROJECT CLOSEOUT
Page 2 of 5
Rev. Date: 15 Apr 2008
1.0PURPOSE AND SCOPE
The purpose of this procedure is to establish a method for the organized closeout of a project. The
scope of this procedure includes the development of a Contract Deliverable Closeout Checklist,
Contractual Closeout Checklist, Purchase Order and Subcontract Closeout, Scrap and Surplus Material
Disposition, Construction or O&M Demobilization, Project Completion Report, Project Record File
retention, and closing of the Project Job Number.
2.0DEFINITIONS
None
2.1
Issue Authorization and Maintenance for Use
The Project Management Functional Leader is responsible for the maintenance of this procedure and will
review the procedure annually to determine any necessary updates. Should an individual employee
have a suggestion for improvement or modification to this procedure, he or she may mark-up a copy of
the PEP and send to the Project Management Functional Leader for review. The Project Management
Functional Leader will review the recommended changes and respond back to the employee on plans to
address the suggestions. Changes to the procedure will be distributed to other Corporate Department
Managers and Corporate Functional Leads for their concurrence. When the reviews are complete, the
Project Management Functional Leader will consolidate and recommend changes to this PEP to the
Senior Vice President, Project Operations who has the authority to issue revisions to this PEP.
3.0REFERENCES
3.1
PEP 313, Client Invoicing
3.2
PEP 316, Records Filing, Retention, Retrieval, and Destruction of Documents
3.3
PEP 402, Purchasing
3.4
PEP 407, Subcontracting
3.5
PEP 408, Backcharges
3.6
PEP 413, Scrap and Surplus Material
3.7
PEP 451, Mobilization & Demobilization
3.8
PEP 601, Project Completion Report
CONFIDENTIAL AND PROPRIETARY
Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 600
PROJECT CLOSEOUT
Page 3 of 5
Rev. Date: 15 Apr 2008
4.0PROCEDURE
A. Contract Deliverable Closeout Checklist
Action By
Action
Project Manager
1. Reviews the contract, lists all deliverables needed to complete the
contract requirements, and ensures their timely completion.
2. Prepares the Contract Deliverable Closeout Checklist, (general
sample included as Form 600-01 (S)), identifying the deliverables
and assigns the responsibility and timetable for the completion of
each item e.g. record drawings, operations manuals, mechanical
catalogs, spare parts lists, electronic files, etc. (Form 451-02 (S),
Demobilization Checklist, may be of assistance to the Project
Manager while preparing the Contract Deliverable Closeout
Checklist).
3. Updates Checklist, confirming the completion status of each item by
initialing and dating the Checklist.
4. May review checklist with Client and obtain Clients concurrence with
completion.
B. Contractual Closeout Checklist
Action By
Action
Project Manager in conjunction
with Company Legal
1.
Reviews the contract and lists all contractual items needing
resolution prior to Contract Closeout e.g. unresolved claims and
disputes, bonds, liens, letters of credit, insurance, completion
certificates, warranty requirements, punch list items, regulatory
compliance issues, release of retention, DCAA audit required,
Company releases, Client releases, etc. (Form 451-02 (S) may be
of assistance to the Project Manager while preparing the
Contractual Closeout Checklist).
2.
Prepares the Contractual Closeout Checklist identifying the
unresolved items and assigns the responsibility for the completion
of each item.
3.
Updates Checklist, confirming the completion of each item by
initialing and dating the Checklist.
Project Manager
C. Purchase Order and Subcontract Closeout (if applicable)
Action By
Action
Project Manager in conjunction
with the Project Procurement
Manager
1.
Verifies Purchase Order Closeout, Subcontract Closeout, and
Backcharge Resolution in accordance with PEP 402, PEP 407, and
PEP 408. Forms 407-16A (MM), Purchase Order/Subcontract
Closing Routing Guide and 407-16B (MM), Subcontract Closeout
CONFIDENTIAL AND PROPRIETARY
Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 600
Page 4 of 5
PROJECT CLOSEOUT
Rev. Date: 15 Apr 2008
Checklist should be used for closeout.
D. Scrap and Surplus Material Disposition (if applicable)
Project Manager in conjunction
with the Project Procurement
Manager and/or Construction
Manager
1.
Verifies Scrap and Surplus Material Disposal in accordance with
PEP 413.
E. Construction or O&M Demobilization (if applicable)
Action By
Action
Project Manager/Construction
Manager
1. Verifies Construction or O&M Demobilization. Construction
Demobilization should be completed in accordance with PEP 451
(Form 451-02 (S) may be of assistance to the Project Manager
while preparing the Contract Deliverable and Contractual Closeout
Checklists).
F. Project Completion Report
Action By
Action
Project Manager/Project Team
1. Prepares Project Completion Report in accordance with PEP 601.
G. Project Record File Retention
Action By
Action
Project Manager
1.
Ensures Project Record
accordance with PEP 316.
File
retention
is performed
in
H. Closing of Project Job Number
Action By
Action
Project Manager
1.
Business Manager
2.
3.
Notifies Company Accounting that the Project Job Number is to be
closed to all future project costs.
Closes Project Job Number.
If applicable, prepares final Client invoice in accordance with PEP
313.
CONFIDENTIAL AND PROPRIETARY
Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
PEP 600
PROJECT CLOSEOUT
Page 5 of 5
Rev. Date: 15 Apr 2008
5.0RECORDS
A copy of the Contract Deliverable Closeout Checklist and Contractual Closeout Checklist are retained in
the Project Record files in accordance with the procedure for Record Filing, Retention, Retrieval and
Destruction of Documents (see PEP 316).
6.0FORMS AND EXHIBITS
6.1
600-01 (S), Project Closeout Checklist
6.2
407-16A (MM), Purchase Order/Subcontract Closing Routing Guide
6.3
407-16B (MM), Subcontract Closeout Checklist
6.4
451-02 (S), Demobilization Checklist
CONFIDENTIAL AND PROPRIETARY
Copyright 2008 Washington Group International, Inc. (Ohio) ALL RIGHTS RESERVED
