Kathie York's Professional Portfolio
Project Management
Kathie York's Professional Portfolio
Project Management
Closing Process Group
Our activities are winding down and we near the project close. I have released people to other endeavors and revisited items I asked the functional managers, subject matter experts, and team leads to begin wrapping up three weeks ago. My questions to them are about deliverables, completed checklists, and organizational processes being finished.
Close Project or Phase
“Closing” is formal notice the work is complete. As the project manager, it is imperative I stay on schedule for releasing resources, making sure all signatures are gathered, and closing all accounts and charge numbers. If a charge number must remain open after my obligations cease (usually in the procurement area), I record this with a memorandum to the proper supervisor.
| Final reports – the other “bookend” to corresponding planning documents – are often part of an endeavor’s conclusion. Especially with risks, action plans for items left unfinished may be included. Here is a partial template of a document from a laboratory equipment validation assignment in which I participated as the validation lead. I do not have a copy of our final file, but this is a good sample of its contents PMI 4.6.3.2 Close Project or Phase - Validation Report. |
| Lessons Learned is usually mentioned only in finalization discussions. This concerns me, because a template to capture this information should be distributed to each team member before work begins. If lessons (both positive and negative) are not captured as we find them, very few will make it into this soon-to-be-historical document. Officially capturing this information impacts the bottom line. It can help us avoid mistakes or allow us to take advantage of new, time-saving techniques for our next effort PMI 4.6.3.2 Close Project or Phase - Lessons Learned. |
| This is an example of a file for transitioning out of a project or phase. Not all endeavors need a document this detailed. I particularly like this sample because it covers various aspects – user accounts and password disabling, government work, etc. – many do not PMI 4.6.3.2 Close Project or Phase - Transition Document. |
| Here is an example (truncated to one page) of a signoff accepting an IT project or phase. This type of form was the final document on one of my former efforts. We used it to generate the payment process for that phase of our work PMI 4.6.3.2 Close Project or Phase - Project Acceptance Document. |
| I was unable to acquire a copy of the overall closing document from one of my favorite (meaning “best managed”) IT projects. This form, found online, is a close representation of the template we used PMI 4.6 Close Project or Phase - Project Closing form. |
Close Procurements
Closing procurements can be a lengthy process if equipment or other resources are widespread. If, for example, I am buttoning up an international contract and our company’s bulldozers are in four different countries, it may take a little more time than rounding up two cement trucks at the corner coffee shop!
As mentioned earlier, if a charge number must remain open for a vendor or other entity after my obligations cease, I document that with a memorandum to the proper supervisor. That memo would make it clear my work is finished, but these accounts (and/or charge numbers) are open until X date.
Those in charge of procurement will handle the final closeout of these accounts or charge numbers. The contract should spell out the acceptable process.