Project Closure Checklist – Close Projects With Elegance!

ERP/COTS projects often starts with a lot of enthusiasm, planning and stage drama. Sponsors and Project managers explains the importance of the project.

How this project is a game changer? How this project is different from other projects? You know what I mean….

However, projects often close with meek email, thanking everyone.

source – Pixabay

One should not underestimate importance of closing the projects with elegance.

Let is first see what are the objectives of project closure?

  • To ensure project work is complete, before formally closing the project
  • To ensure vendors comply with contractual obligations, before releasing final payments
  • To handover product/solution to Business as Usual (BAU) team, so that BAU team can support/maintain the product
  • To handovers Project documentation to Project Management Office (PMO), to support continuous improvement
  • To recognize Project team effort and celebrate success

Here is a checklist that will help you closing your project with elegance:

Tasks Tick
Project work complete. Following documents are verified:

  • Statement of Work
  • Project Scope document
  • Business requirements document
  • Requirement Tractability matrix
Project contract commercials:

  • All vendors/subcontractors are complying with contractual obligations. Acceptance criteria is being met.
  • We can release the final payments to the contractors, vendor
  • Reviewed warranty clause and is well understood by the stakeholders
Project Documentation is complete and filed. Project documentation is:

  • Saved in Document management system (SharePoint, Network directory etc.).
  • Complete, approved and version controlled
  • Handed over to BAU team, PMO or other
  • Archived, as required
Risk, Decision, Actions, Issue, Quality, Daily – Registers and Logs

  • Completed and handed over to BAU team, PMO or other
Pending project work (Month-end, year-end) is:

  • Identified, scheduled and communicated to the resources
Support and Maintenance:

  • Support and Maintenance team(s) are formed
  • BAU Support – process and procedures are set-up
  • Vendor support – process and procedures are set-up
  • Consulting support – process and procedures are set-up
Governance structures are in place:

  • Data governance
  • Business process and procedures governance
  • Policy
Administration/Product maintenance structures are in place:

  • End-user system security and privileges
  • Ongoing product monitoring and maintenance
  • Infrastructure support
Training/Induction of the product for the new employees. Responsibility assigned for:

  • Preparing training material/induction for the new employees
  • Preparing exams/tests/refresher training etc.
Continuous Improvement team is set-up:

  • Wish list for product enhancements is accessible to all users
  • Issues and Enhancements identification, prioritisations and ownership is set
  • Process improvement procedures are in place
Post Implementation reviews are conducted and report is submitted to the sponsor and PMO
Business case validation (measure success):

  • Ownership assigned to validate project Business case against the post implementation results
Celebrate success:

  • Identify team players
  • Honor team and individual contribution

Share your experiences and comment, if you would like to add to the check list.


Share your thoughts

Fill in your details below or click an icon to log in: Logo

You are commenting using your account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s