Project Closure Best Practices Guide
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ScribdTranslationsProject Closure Best Practices Guide
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CLOSURE
What does the closing stage consist of?
Project completion
Just as it is important to formally start the project, it is also important to close it.
successfully the project. The value of having a planned completion of the project lies in
leverage all the information and experience gathered throughout the project.1
This stage includes all processes aimed at formally completing the project and the
inherent contractual obligations. Once this state is finished, it is formally established
that the project has concluded.
The closing stage allows for the collection of information and lessons learned from the entire project. This is the
the most important asset generated for the organization and materialized through
lecciones aprendidas que son insumos para otros proyectos.
At the closing of a project, factors such as the evaluation of indicators should be taken into account.
quality, customer satisfaction and reviews of continuous improvement processes.
There are various types of project closure.
1. The final closure of the project: It is when the project has successfully completed and we have
delivered the result or because the project has been canceled.
2. Partial closures: We need to review what documentation is generated in each of those.
partial closures, the same practices should be proposed as if it were a final closure, with the
the only difference is that the rest of the project continues.
3. In case there have been interim closures: For example, of phases. In this case
when closing the project, all the information must be taken into account
the partial closures. The project leader must ensure that the entire project is
completed, that all the jobs have been done. Verify that everything has been
completed and that the project has achieved its objectives.2
What is the objective of the closing stage?
1
Tenstep.(S.f) Closing the Project. Referenced of
htps://[Link]/portal/nuestros-productos/tenstep/99-cierre-del-proyecto
2
Master DAP. (n.d). Module 6. The Project Closure. Referenced fromht[Link]
developed/block-i-the-project-life-cycle/the-project-closure/
Achieve the acceptance of the deliverables.
Obtain the signature of the closing documents.
What activities take place during the closing phase?
Update and consolidate the lessons learned
Continuous Improvement
It is necessary for the people involved in project management to identify them.
lessons learned, document and report them, so that the Institution can collect this
input that is fundamental for the continuous improvement of the Methodology and as input
for upcoming projects, likewise, another of the tools that provides supplies of
improvements are the closing surveys, which will allow the PMO to know the perception of
those involved, about the Methodology, always seeking clarity, effectiveness and above all
better results in meeting the deliverables and objectives of the proposed projects
at the University.
2. Conduct closure surveys
The project methodology includes the project closure survey format. The leader of
The project will send the closing surveys to the project team in order to gather information.
necessary for the continuous improvement of the methodology and Project Management.
Having the completed surveys, results are collected and analyzed with the PMO team.
3. Perform administrative and financial closure
Each of the contractual elements of the project is finalized. For this, it is necessary to review
any issue that is open and resolve it.
The closing of the acquisitions is done once for each of the contracts, where both parties
they acknowledge that the contracts are closed and that nothing is owed, verifying the entirety of the
work and the deliverables are acceptable. Just like contracts, purchases with the
suppliers must be fully paid to terminate the commercial relationship of
provider with the project.
Keep in mind that the terms and conditions of the contract may prescribe procedures.
specific for the closure of contracts.3
3
The PMBOK Guide. (n.d.). Project Procurement Management. Referenced from
htps://[Link]/[Link]
In some cases, early termination of a contract or cancellation may occur. It is a
special case of contract termination and may result from a mutual agreement between the parties or from the
breach by one of the parties.
4. Validate the deliverables
An inventory of all project deliveries is made and the deliverables are presented.
to the project sponsor, in order to validate the product in light of the defined scope.
Each activity and phase of the project is evaluated.
5. Organize the departure of the work teams
At the closing meeting, the project team is officially disbanded.
Before the disbandment of the team, the following activities must be completed:
– Final evaluation of the members and the team
– Submission of work before the team's departure
– Team members' closing survey
6. Hold closing meeting
Hold a final or closing meeting of the project where the conclusion of the project is celebrated.
it describes what the project actually achieved and recognizes the team members.
In this meeting, a final report of the project is presented sharing the results, with
information such as:
– Summary of final budget, with balance of resources spent and benefits
obtained.
– Final schedule, with a balance of deviations between the initial forecasts and the
result
– Project History. Archive of all generated documentation
– Lessons learned, as key learnings from the project.
It is recorded that the closing meeting is held, completing the closing minutes of the
project (format provided by the university).
7. Transmit the agreed information and complementary training.
Review the project information, the final documents and consolidate them in one location
centralized that will be stored in the Content Manager.
Formal and informal documents: Any definitive document is considered formal, that is to say
latest version, in any of the initiation, planning, monitoring and control processes, and
project closure, described in this methodology, the non-formal ones are those necessary for the
project management, which serve as support for the Team or draft documents.
Version control: The Leader will be the one who controls the versions of the documents, and will
It will consider as the latest version the one found on the Site. Additionally, it is important
keep in mind that the project information is the one approved in the Baseline, and the others
versions that arise will have to have the approval of the changes according to the
Change Control Protocol, mentioned above.
Note: It must be consistent with the DRD (document retention table) of the
university
8. Carry out the closure in the project manager by the PMO.
The PMO will consolidate the project information and according to the retention schedule.
the documentary transfer will be made to the Content Manager.
Expiration of the information: It will remain in effect while the project is underway and
for 3 more years with the aim of being useful as a historical record in the Site, according to
established in the TRD, additionally the definitive progress reports and the final one must be
sent by the Content Manager due to their formal nature.
General recommendations for achieving a successful close
At this stage, one should try to apply the best practices:4
It must be planned contemporaneously.
The project closure must be subject to a strategy.
It is advisable to ensure that all previous phases have been completed and that
everything that was pending has been delivered.
It must be carried out in collaboration with the project team members.
4
Pérez, A. (1 de abril de 2021).Errores y descuidos imperdonables en la etapa de cierre de proyecto.
Recovered fromhtps://[Link]/blog/errores-y-descuidos-imperdonables-en-la-etapa-de-
project closure