PRINCE2 - Authorise Project Closure

 

The main purpose of this activity is to bring the project to a controlled close.  Projects can continue longer than originally planned simply because people have little understanding of when the project is completed, or that customers and users for example, may disagree about what the project has delivered.  Therefore the controlled close of a project is as important as the controlled start.

 

The Project Initiation Documentation is used to determine whether the project objectives have been achieved, acknowledge any deviations from the original plan, and agreement reached, that the project has nothing more to contribute.  

 

There is also a danger that the project may never actually end, and the project drifts into operational life with the original focus on benefits being lost.

 

This activity, authorise project closure, is the last act of the project board prior to the project being disbanded, and may therefore need endorsement from corporate or programme management.  As is always the case, the project board may appoint project assurance to undertake some of the reviewing as part of project closure.

 

To ensure that the project is shut down in a controlled manner, PRINCE2 recommends that the following steps be taken:

 

The version of the Project Initiation Documentations originally signed off at the end of the initiation stage, and the current version should be reviewed to understand how we got to this point.  

 

The project manager, as part of the Closing a Project process will create the End Project Report, and this will need to be reviewed and approved by the project board.  The End Project Report will contain the project’s actual performance data as well as any deviations from approved plans.

 

Also, the project manager will create the follow-on action recommendations, these are ‘ loose ends’ usually resulting from current issues or any risks which could still occur after the project has finished in the end product’s operational life.  

 

The project board will want to confirm who should receive these and ensure that those individuals or groups have accepted such responsibilities.

 

The Lessons Report is also created by the project manager and after a review by the project board; this will normally be copied to the organisation’s Project Office or centre of excellence.

 

The project board should verify that the project’s products have been handed over as laid out in the Configuration Management Strategy and that users and those providing operational and maintenance support have agreed to accept them.

 

The Benefits Review Plan should be updated to reflect any benefits yet to be realised, and should include those resources needed to measure and realise such benefits after the project has closed. The business case should be updated from actual and forecast data so that it can be used from this point onwards.

 

The Communication Management Strategy should be referenced and a project closure notification issued and reviewed.  

 

All those who have provided resources and project infrastructure should be advised that the project is about to close and that such resources can be withdrawn, also providing a final closing date for costs being charged to the project.

 

For more information on PRINCE2 -  GO HERE