PMO

Portfolio/Programme/Project Close
Out/Transition Report [delete Project and document
type(s) that do not apply]

Version No: 0.4 (Draft)

Version Date: dd-mmm-yy

 Process Template

Contents
1. PURPOSE OF REPORT...........................................................................................................................4
2. PROJECT SCOPE AND PERFORMANCE AGAINST “PROJECT” OBJECTIVES & CRITICAL SUCCESS FACTORS..................4
3. PERFORMANCE AGAINST KEY “PROJECT” MILESTONES...............................................................................4
4. PERFORMANCE AGAINST “PROJECT” FINANCIALS......................................................................................5
5. APPROVED CHANGE REQUESTS.............................................................................................................6
6. OUTSTANDING RISKS, ISSUES AND FOLLOW-ON ACTIONS...........................................................................6
7. LESSONS LEARNT...............................................................................................................................6
8. ARCHIVING......................................................................................................................................7
9. VERSION HISTORY.............................................................................................................................7

Report Author(s)

Name Role / Site Report Section

<Name>

Approval

Name Role Signature Date

<Name> Project Sponsor

<Name> Project Lead

<Name> Project Finance Lead

<Name> PMO Lead

[Others as required and as

appropriate to agree to
<Name>
the transition of work /
follow on actions]

Page 2 of 6
 Process Template

1. Purpose of Report

Site/Function: Site Name

Project Reference Code: PMOxxx
Date of STP approval:
“Project” Status: Complete / Substantially Complete / Transition

This report confirms the <completion of/transition of> the “Project” activities for <Name>
<Project/Programme/Portfolio> and signifies agreement that all: activities are complete; costs are spent
or have a firm completion date; headcount is released; full year benefits are forecast to be delivered
against the approved STP and that PMO resource can be released.

[If report is to transition project management responsibilities please state clearly who these
responsibilities are transferring to i.e. group and individual].

This Report will need to be formally approved within 30 days of the “Project” completion date by the
same approvers identified in the approved “Project” PEP (PMO_09).

2. Project Scope and Performance against “Project” Objectives & Critical Success Factors

The objectives of the <Project/Programme/Portfolio> as agreed in the <PEP> were:-

The scope of the <Project/Programme/Portfolio> as agreed in the <PEP> was:-



The scope of the <Project/Programme/Portfolio> excluded:-

Status of critical success factors agreed in the <PEP>:

Critical Success Factor Measure Achieved? Narrative

3. Performance against Key “Project” Milestones

Planned Narrative to support

Milestone Actual Date
Date Variances
Mob1 Business Case / STP Approved dd-mmm-yy dd-mmm-yy
Mob2 PMO Project Manager Assigned dd-mmm-yy dd-mmm-yy
Mob3 Project Kick Off Meeting Complete dd-mmm-yy dd-mmm-yy
Mob4 Project Definition Complete dd-mmm-yy dd-mmm-yy
Mob5 Project Governance Set Up Complete dd-mmm-yy dd-mmm-yy

Page 3 of 6
 Process Template

Planned Narrative to support

Milestone Actual Date
Date Variances
Mob6 Communications Plan Issued dd-mmm-yy dd-mmm-yy
Mob7 Approved PEP Issued dd-mmm-yy dd-mmm-yy
Mob8 Project Financial Targets Confirmed dd-mmm-yy dd-mmm-yy
Mob9 Resource Plan Baselined dd-mmm-yy dd-mmm-yy
Mob10 Project Schedule Baselined dd-mmm-yy dd-mmm-yy
IMP1 Milestone dd-mmm-yy dd-mmm-yy
IMP2 Milestone dd-mmm-yy dd-mmm-yy
IMP3 Milestone dd-mmm-yy dd-mmm-yy
IMP 4 Milestone dd-mmm-yy dd-mmm-yy
IMP5 Milestone dd-mmm-yy dd-mmm-yy
IMP6 Milestone dd-mmm-yy dd-mmm-yy
IMP7 Milestone dd-mmm-yy dd-mmm-yy
IMP8 Milestone dd-mmm-yy dd-mmm-yy
IMP9 Milestone dd-mmm-yy dd-mmm-yy
IMPXX Project activities complete dd-mmm-yy dd-mmm-yy
IMPXX *Project Close-out / Transition Completed dd-mmm-yy dd-mmm-yy
Forecast date for all spend complete (financial dd-mmm-yy dd-mmm-yy
close)
Notes:-
1. *Project close-out does not include spend complete. Financial close is the responsibility of XXXXX.

4. Performance against “Project” Financials

1 2
Approved Final
Variance Actual to Date
One off costs Total / Full Year Total / Full Year
(£’000) (as at XXXX)
(£’000) (£’000)

Redundancy Related Costs (5,000.0) (4,300.0) 700.0 (4,300.0)

Asset Impairment Write-offs - -

Closure and Cleaning - -

Other Revenue Costs (200.0) (200.0) - -

Other One-off Costs Categories
- -
included in PEP

Total (5,200.0) (4,500.0) 700.0 (4,300.0)

Capital -

3
P&L Cost Saving 2,500.0 2,500.0 - 2,500.0

Capital Avoided - - - -

Inventory Reduction - - - -

Change in Headcount (cumulative) (80) (72) 8

Notes:
A positive variance in the table above = lower one-off costs (favourable) OR higher benefit (favourable) OR lower
headcount release (adverse).
1
Approved financials should be the most recent approved financials including Change Requests.
2
Cost & Headcount should be actuals, P&L Costs Savings will be full year forecast.
3
P&L Cost savings are assumed delivered unless there is evidence to suggest otherwise, i.e. change in the
heads released.

Page 4 of 6
 Process Template

Financial Data Date: <enter financial month end used to populate above table>
Budget Rates: <approved and forecast data represented in <YYYY> Budget Rates.

4.1 Financial Narrative

[Please state any provisions that are still remaining, the Balance Sheet value, what the provisions
will be used for and when they are forecast to be run down.]

[Please enter commentary to support any variances shown above between the approved and
final financials].

5. Approved change requests

Changes – impact to original STP

[Please state the impact of approved changes to the original STP, including the change request reference and
date of approval.]

6. Outstanding Risks, Issues and Follow-on Actions

Outstanding Risks & Issues

ID Headline Responsible

Follow-On Actions Responsible Due Date

Financial Close [e.g Finance Lead] dd mmm yy
Transitional activities to enable Embed & Grow Phase

7. Lessons Learnt

Lessons Learnt AAR

[Enter Key Lessons Learnt and Critical Success Factors from AAR] [Insert AAR as
Object]

8. Archiving
The key project documents listed below will be stored at <enter location> for a period of <X> years. The
key contact for these documents will be <enter name and contact details>.

Page 5 of 6
 Process Template

Key Project Documents for Archiving

1. Final PEP
2. Original STPs and Revised Versions following approved change requests
3. Approved Change Requests
4. Close-out Report & AAR
5. Other key project documents, i.e. site exit reports / certificates, approved SCRIAs etc.

9. Version History

Version Revision Date Reason For Issue

0.1 dd-mmm-yy 1st Draft

Page 6 of 6