Key Activities During Project Closure Phase
There are numerous important activities that are performed at the project closure phase. Their details are as follows:
Acceptance of Deliverables: This is the most important action that is taken during the project closure phase. The project deliverables are reviewed by the customer according to the agreed acceptance criteria, and formally accepted. The acceptance criteria relate to the functional capability of the project deliverables, and are essentially a contract according to which a project is executed.
Finalize the Lessons Learned: It is important that lessons learned during the project are formally completed in the project closure phase, before the project team is assigned to other projects, or relieved. In order that the lessons learned are properly documented, a questionnaire may be circulated to the stakeholders for completion. Generally, the questions are aimed to obtain unbiased views, and include the critical success achieved during the project execution, and the factors that contributed to the achievements. Similarly, the difficulties encountered, and the actions that could have avoided this situation need to be explained. This information will be an important guide for subsequent projects. Other aspects that may be included in the lessons learned are the technology used, acceptance criteria of the deliverables, monitoring of the project, internal and external communications, involvement of user, and the implementation of the project schedule.
Project Report: A project report is completed at the project closure phase that is submitted to the project sponsor. This document essentially includes the project summary, starting from initiation till closure. The significant topics that are included in this report are the project purpose, objectives, plan, schedule, and a comparison of the initial baseline schedule and the actual schedule. Details are provided regarding the changes incorporated, processes tailored, and their effects on the project. Financial aspects are important to be included in this report. This post execution examination is an assessment of the project's effectiveness, and its preparedness for future projects.