Oromia State University School of Post Graduate Studies Department of Leadership and Change Management

Oromia State
Ch University
1 -1
School of Post Graduate Studies
Department of Leadership and Change
Management
CHAPTER SEVEN
CLOSING OUT THE PROJECT
Tesfaye Eba (PhD)

Closing Out the Project
2
Steps in Closing a Project

Getting Client Acceptance
Installing Project Deliverables
Documenting the Project
Post-Implementation Audit
The Final Report
Celebrating Success
Tesfaye Eba (PhD) 03/06/21

Project Closing
3
Project Closure
• Project completed and results delivered
• Project killed if unable to deliver what is needed
• Lessons learned captured
• Documentation completed and filed
• Final payments made and account closed
• Celebrate successful conclusions
• Project Close-out Report completed
 Closing a project involves the review of the entire Project
Lifecycle to date
 A project can be said to be closed successfully only
when it has a proper final report in place
Steps in Closing a Project
4
Getting client acceptance of deliverables

Ensuring that all deliverables are installed
Ensuring that the documentation is in place
Getting client sign-off on the final report
Conducting the post-implementation audit
Celebrating the success

Getting Client Acceptance
5
 Ceremonial Acceptance
 Informal in that there is no accompanying sign-off
 Two situations
 Client has to accept deliverable by a certain date whether the
deliverable meets specifications or not
 Deliverable requires little or no checking
 Formal Acceptance
 Inspection of deliverable expected
 Checklist
 Formal sign-off before customer accepts deliverable

Installing Project Deliverables
6
The product is turned on when it is delivered to the

client

Documenting the Project
7
Five Reasons for Documentation

 Reference for future changes in deliverables
 Historical record for estimating duration and cost on future
projects, activities, and tasks
 Training resource for new project managers
 Input for further training and development of the project team
 Input for performance evaluation by the functional managers
of the project team members

Project Closing Documentation
8
 Project Overview Statement
 Project Proposal and backup data
 Original and revised project schedules
 Minutes of all project team meetings
 Copies of all status reports
 Design documents
 Copies of all change notices
 Copies of all written communications
 Outstanding issues reports
 Final report
 Sample deliverables (if appropriate)
 Client acceptance documents
 Post-implementation audit report

Post-Implementation Audit
9
 Six Questions
 Was the project goal achieved?
 Does it do what the project team said it would do?
 Does it do what the client said it would do?
 Was the project work done on time, within budget, and
according to specification?
 Was the client satisfied with the project results?
 Was business value realized? (Check success criteria)
 What lessons were learned about your project management
methodology?
 What worked? What didn’t?

What to Include in the Final Report
10
Overall success of the project

Organization of the project
Techniques used to get results
Project strengths and weaknesses
Project team recommendations

Contents of a Project final report
1. Project Performance

 What was achieved; successes, challenges, failures
2. Administrative Performance

 Reports, meetings, project review procedures; HR,
financial processes
3. Organization Structure
 How structure evolved, how it aided/
impeded progress
Contents of a Project final report (cont’d)
4. Project and Administrative Teams

 Performance of the project team, recommendations
5. Project Management Techniques

 Planning, budgeting, scheduling, risk management, etc.: what
worked, what didn’t
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Oromia State

Tesfaye Eba (PhD)

Steps in Closing a Project

Tesfaye Eba (PhD) 03/06/21

Getting client acceptance of deliverables

Tesfaye Eba (PhD) 03/06/21

Tesfaye Eba (PhD) 03/06/21

The product is turned on when it is delivered to the

Tesfaye Eba (PhD) 03/06/21

Five Reasons for Documentation

Tesfaye Eba (PhD) 03/06/21

Tesfaye Eba (PhD) 03/06/21

Tesfaye Eba (PhD) 03/06/21

Overall success of the project

Tesfaye Eba (PhD) 03/06/21

1. Project Performance

2. Administrative Performance

4. Project and Administrative Teams

5. Project Management Techniques

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