Concepts
Determining the criteria to successfully close a project or phase is an important task that ensures seamless and structured project delivery. This is often arduous if not executed properly, but through careful planning and consideration, it is achievable. It is important to note that the project closure phase is just as significant as the planning and execution phases in project management.
Completion of Project Objectives
One of the most fundamental criteria is the completion of all project objectives as detailed in the Project Charter. The Project Management Team should thoroughly evaluate if all project goals have been met successfully. This entails comparing planned versus actual deliverables, fulfilling of requirements, and satisfaction of the stakeholders’ needs.
Product Validation and Acceptance
The final product, service, or result should align with the project requirements. It should satisfy the specifications as detailed in the Scope Management plan. Final deliverables ought to be validated and accepted formally by the client or designated project authority.
Final Review of Project Performance
Conduct a thorough review of the project’s performance. This involves comparing planned versus actual project results, evaluation of the project’s budget, schedule, and quality measures.
For example, if your project was to deliver a software solution and it was delivered on time, within the budget, and meets all the clients’ requirements, then it qualifies for closure.
Project Documentation and Records Management
Ensure complete documentation has been completed and all records are stored in a retrievable manner for future reference. This includes contracts, procurement documents, change logs, risk logs, and lessons learned, among others.
Project Resources Release
Human and material resources should be formally released from the project. For human resources, a formal employment-ending procedure might be necessary and for material resources, a proper inventory accounting.
Project Closure Report
Create a final project closure report. This document should detail the entire life cycle of the project and conclusion remarks. The closure report is typically shared with project stakeholders and it often includes details on project goals, performance data, challenges faced, lessons learned, and recommendations for future projects.
Post Project Review and Lessons Learned
Conduct a post-project review meeting where team members and stakeholders have the opportunity to discuss what went well and what could be improved upon in future projects. Lessons learned should be documented and stored for future reference.
Stakeholder Satisfaction
Sometimes, despite completion of all the deliverables, stakeholders might not be satisfied due to a variety of reasons such as miscommunication or change in their requirements. Therefore, evaluating stakeholder satisfaction and managing their expectations until the end is crucial.
In conclusion, determining the criteria to successfully close a project requires careful evaluation of numerous factors. It is not merely about checking off tasks and deliverables, but extends to satisfaction of stakeholders, resource management, documentation, and even the performance of the project in terms of schedule, budgets, and quality.
It is worth noting that the Project Management Institute (PMI) in its Project Management Body of Knowledge (PMBOK) guide, provides a valuable reference for closing a project or phase. Furthermore, acquiring the Project Management Professional certification (PMP) equips project managers with the necessary knowledge and skills to manage the project closure phase effectively.
Answer the Questions in Comment Section
True or False: Project closure process means getting the final deliverables to the customer, handing over project documentation to the business, terminating supplier contracts, releasing resources, and communicating project closure to all stakeholders.
- True
- False
Answer: True
Explanation: This statement involves all the critical steps in the project closure process as per the PMBOK (Project Management Body of Knowledge) guide, making it accurate.
In order to successfully close a project or a phase, one of the requirements is signing off project deliverables. Which of the following is not involved in its process?
- A) Conducting a project review
- B) Procuring sign off on the project deliverables
- C) Retrospective evaluation of project management
- D) Preparing for the next phase of the project
Answer: D) Preparing for the next phase of the project
Explanation: The next phase preparation is not specifically linked to sign off project deliverables’ process and usually happens after the project closure, making D the correct choice.
The project closure report is an unnecessary document that’s avoided in most project management methodologies.
- True
- False
Answer: False
Explanation: A project closure report is a vital document that outlines the success of the project and recommends any improvements for future projects.
Which of the following is not a benefit of project closure?
- A) Determination of project effectiveness
- B) Opportunity to learn and improve for future projects
- C) Additional funding for the project
- D) Documentation of project achievements
Answer: C) Additional funding for the project
Explanation: Project closure implies that the project has come to an end. Therefore, no additional funding will be required.
True or False: Inadequate project closure can lead to loose ends that may cause problems in the future.
- True
- False
Answer: True
Explanation: Inadequate project closure can leave unresolved issues, which may cause problems down the line while starting new projects or in organizational learning.
During the project or phase closure, the team’s role in the project is not evaluated.
- True
- False
Answer: False
Explanation: It is essential to evaluate the team’s role during the project closure phase to understand their performance and provide them feedback for future improvements.
Which of the following is not a standard practice in closing a project or phase?
- A) Release of the project resources
- B) Documentation of the lessons learned
- C) Review of supplier contracts
- D) Revising project objectives
Answer: D) Revising project objectives
Explanation: During project closure, objectives are assessed rather than revised, as the project is already finished.
True or False: As part of the closing process, it is optional to archive project documents.
- True
- False
Answer: False
Explanation: Archival of project documents is an essential aspect of project closure as it ensures all relevant information is stored properly for further reference.
The project is deemed successful only based on whether the project’s objectives are met.
- A) True
- B) False
Answer: B) False
Explanation: While meeting objectives is important, variables such as stakeholder satisfaction, team’s performance, and lessons learned also contribute to the overall project success.
A retrospective review of project management performance is an important part of project closure.
- A) True
- B) False
Answer: A) True
Explanation: Conducting a retrospective review allows teams to learn from past decisions and processes and continually improve for future projects.
The project closure phase only involves the project management team and immediate stakeholders.
- A) True
- B) False
Answer: B) False
Explanation: The project closure phase involves all project stakeholders, including customers, project team members, and suppliers. It ensures everyone is informed about the project’s completion and results.
Collecting project documentation is an unnecessary step in project closure.
- A) True
- B) False
Answer: B) False
Explanation: Collecting project documentation is vital to record all project activities, decisions, changes, and lessons learned to support future project planning and management.
Great article on PMP project closure criteria!
What are the key metrics to include in a project closure report?
Thanks for this post, it’s really informative!
I believe risk management should also feature in the project closing phase.
Can anyone clarify the importance of project sign-offs?
Found the checklist approach useful, thanks!
Documentation is key. Proper documentation is a non-negotiable step in closing projects.
Fantastic post, very informative!