Project Closure Report ©

For [Project Name]

Document Control

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)

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. i

Table of Contents

1 PROJECT COMPLETION........................................................................2
1.1 COMPLETION CRITERIA.............................................................................................................2
1.2 OUTSTANDING ITEMS...............................................................................................................2

2 PROJECT CLOSURE.............................................................................3
2.1 DELIVERABLES....................................................................................................................... 3
2.2 DOCUMENTATION....................................................................................................................4
2.3 SUPPLIERS............................................................................................................................. 5
2.4 RESOURCES........................................................................................................................... 5
2.5 COMMUNICATION.................................................................................................................... 6

3 APPROVAL......................................................................................6
4 APPENDIX.......................................................................................7
4.1 Supporting Documentation................................................................................................7

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. ii

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 Y/N
 All project objectives have been achieved

Benefits  The full benefits have been realized (as Y/N

defined in the Business Case)

Deliverables  All deliverables have been completed Y/N

 All deliverables have been accepted by
the customer

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

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. 2

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 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
Source code, Name Address Name Address  Handover system maintenance Date Name
 Handover operational support
 Handover system documentation

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. 3

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
 Feasibility Study
 Terms of Reference

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

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. 4

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 responsible
 Pay supplier invoices 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 responsible
 Return staff assets for activity
 Pay final staff salary

Equipment Type Equipment  Identify new owner Date Name of

Purpose  Undertake equipment sale equipment person
 Release equipment released responsible
 Update General Ledger for activity

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. 5

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 Date when Name of the
Names or successfully letter for each communication person
Groups for completed and is recipient should be responsible for
receipt of now closed  Special Board released communication
messages  Benefits realized presentation on
due to success of benefits realized
the project  Undertake ‘Post
 Lessons learned Implementation
from project Review’ 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.

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. 6

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. ©

© 2006 Servitium IT Solutions Pvt. Ltd. All rights reserved. 7