Close Phase

Projects are temporary in nature and a project team must complete the activities of the final phase–the Close Phase–in order to complete the project life cycle. Conducting the activities of this Phase is vital to continuous improvement efforts and the successful transition of the project deliverable. After achieving acceptance of the deliverable, the project team documents lessons learned and archives project documentation for future use. The Close Phase is typically highlighted by a written formal project review report which contains the following elements: a formal acceptance of the final product (by the client), Weighted Critical Measurements (a match between the initial requirements of the client against the final delivered product), lessons learned, project resources, and a formal project closure notification to higher management. The project manager transfers the project deliverable to operations and support staff, who will maintain it as an operational activity. Finally, the project team disbands.  A link to Project Management Life Cycle templates/tools/examples referenced on this page is available here and at the bottom of this page.

CLOSE Phase Activities

Conduct Close Activities Bring together the project participants to discuss the project, analyze issues, and deliberate lessons learned.  Close activities also include the development of a plan for reviewing project Key Performance Indicators after it has been operational for a pre-determined period of time.
Create Closeout Documentation

Document the project lessons learned and any other valuable information about the project not already captured.  Create a project closeout report that provides a concise evaluation of the project, including a summary of the project deliverables and baseline activities, identification of variances from the baseline plan, lessons learns, and nature of project resources.

Archive Project Artifacts Ensure that all project documents are retained and captured for future review or use.
Transition Support to Operations Staff Transition support to Operations Staff.
Disband project team Recognize the project team for all their contributions and commitment.  A celebration may be warranted.

CLOSE Phase Deliverables

Post-Project Review Report A closeout report is required for all projects.  The complexity of the project will influence the information conveyed in the post-project review report.
Archived Project Artifacts All project documents are stored in the TeamDynamix Briefcase.
Lessons Learned Report This report is required for all Tiers 3-5 projects.  Lessons Learned capture knowledge gained during projects that can be useful in helping future project teams repeat desirable outcomes, avoid undesirable outcomes, and identify opportunities for constant incremental improvement.

Additional Resources

Lessons Learn Data Collection Tool This tool is designed to collect information needed for the Lessons Learned Report.
Service Level Agreement Template A Service Level Agreement (SLA) is a contract between IT and any administrative, academic or research unit.  SLAs define mutual expectations, roles, and responsibilities.  Performance and reliability targets and escalation processes are included in the document.  This template is meant to serve as a guide as you create an SLA.
Examples: Lessons Learned This links to a repository of completed Lessons Learned.
Example: Post Project Review Report - BAMS This document is an example of a post-project review report.  The format deviates from the Post Project Review Report Template due to the nature of the project.