The Project Life Cycle is broken down into 5 phases:

1. Project Initiation
2. Project Planning
3. Project Execution
4. Project Monitoring & Controlling
5. Project Closeout

Let’s look at the final phase, Project Closeout, in detail.

Desired Outcome

The final phase in the Project Life Cycle is Project Closeout.

The desired outcome of this phase is to formally close the project. This requires the formal acceptance of all project deliverables by the customer or project sponsor, followed by the conclusion of all contractual obligations.

Inputs & Outputs

Each phase of the project life cycle transforms inputs from the previous phase into outputs for the next phase. The following inputs/output diagram showcases a high-level view of the inputs and outputs. Inside the ‘black box’ is where the transformation of inputs into outputs occurs.

Project Closeout: Systems (Input/Output) Diagram

The ‘inputs’ that trigger the Closeout phase are the accepted deliverables from previous project stages.

Once all deliverables have been reviewed and approved by the customer, the project team can conclude that the project is complete.

The output of this phase is the transition of the final product, service or business result to the customer.

Key Activities

Now that we understand the required inputs and desired outputs of this phase, let’s look at the key activities that must be undertaken.

Project Closeout: Process Hierarchy Diagram

1. Close the Project
   • Activities:
     1. Review all deliverables from previous project phases against the Project Scope to ensure completion.
     2. Prepare to transfer the product, service or business result to the customer.
     3. Obtain customer acceptance to close the project.
     4. Assess the project and team’s performance.
     5. Collect and archive all project records and documentation.
   • Tools:
     1. Project Closeout Meeting
     2. Expert Judgement
   • Outputs:
     1. Final Product Transition
        • Customer Rollout and Transition Plan
        • Change Management, Integration and Training Plan
        • Product Documentation and User Manual
     2. Organizational Project Assets
        • Finalized Project Records
        • Post-Project Implementation Report
        • Post-Mortem and Lessons Learned
        • Process Improvement Recommendations
          
2. Close Procurements
   • Activities:
     1. Review the vendor’s deliverables against the Procurement Contract Scope. 
     2. Formally accept supplies and services received from the vendor. 
     3. Finalize claims and outstanding payments. 
     4. Negotiate and finalize outstanding deliverables. 
     5. Evaluate and communicate Procurement Performance. 
     6. Provide formal Contract Closure. 
   • Tools
     1. Procurement Audits
     2. Procurement Negotiations
     3. Records Management Systems
   • Outputs:
     1. Closed Procurements
        • Transition of products or services from vendor to project team.
     2. Organizational Process Assets
        • Procurement Contract Documentation
        • Deliverable Acceptance
        • Post-Mortem and Lessons Learned
        • Process Improvement Recommendations

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Main Takeaway

The goal of Project Closeout is to achieve closure.

• Ensure all project deliverables and contractual obligations have been achieved.
• Provide formal closure between the project team, vendors and the customer.
• Ensure the customer and stakeholders are satisfied with the results of the project.

Closing projects effectively ensures that the customer is satisfied with the outcome of the project and allows you and your organization to free up business resources to tackle new opportunities and projects for your customers.

That’s it! You’re all set to initiate, plan and execute on high-impact projects that deliver meaningful business results for your organization and/or your customer’s organization.

Cheers till next time!