The purpose of the Closing a Project process is to provide a fixed point at which acceptance for the project product is confirmed, and to recognize that objectives set out in the original Project Initiation Documentation have been achieved (or approved changes to the objectives have been achieved), or that the project has nothing more to contribute.
Main Objective of closing a project process are as follows:
· To Verify user acceptance of the project’s products
· To Ensure that the host site is able to support the products when the project is disbanded
· To Review the performance of the project against its baselines
· To Assess any benefits that have already been realized, update the forecast of the remaining
· benefits, and plan for a review of those unrealized benefits post project.
· To Ensure that provision has been made to address all open issues and risks, with follow-on action Recommendations for the Team
Activities
Different activities which are recommended within the Closing a Project process are mainly Project-Manager-oriented. PRINCE2 recognizes that project can close in 2 ways. Firstly, as planned or it can close prematurely due to exceptional situations that arise in the project. Let’s look at the activities that take place during closing a project. They are as follows:
· Prepare planned closure
· Prepare premature closure
· Hand over products
· Evaluate the project
· Recommend project closure.
Prepare Planned Closure
Before closure of the project can be recommended, the Project Manager must ensure that the expected results have all been achieved and delivered. Also it is a point at which it is Confirmed that the project has delivered what is defined in the Project Product Description, and that the acceptance criteria have been met.
Prepare Premature Closure
In some situations, the Project Board may have instructed the Project Manager to close the project prematurely. In such circumstances, the Project Manager must ensure that work in progress is not simply abandoned, but that the project salvages anything of value created to date and checks that any gaps left by the cancellation of the project are raised to corporate or programme management.
Hand over products
The project’s products must be passed to an operational and maintenance environment prior to the project being closed. This may happen as a single release at the end of the project, or the project approach may include phased delivery where products are handed over in a number of releases.
Evaluate the project
Successful organizations learn from their experiences with projects. When evaluating the project, the objective is to assess how successful or unsuccessful the project has been.
Recommend Project Closure
Once the Project Manager has confirmed that the project can be closed, a closure recommendation should be raised to the Project Board.
Management Products:
The two main management products which are created during closure are – End Project Report (Prepared by PM for Board) and Lessons Report (Prepared by PM to document all relevant lessons for the Project). With this follow-on action recommendation are also created for project’s products to include any uncompleted work, issues and risks. There could be separate follow-on action recommendations for each product or distinct user group (for example, human resources, finance, operations)
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