The
end of a project can generate almost as many details to tend to as the planning
or initiating phases. Even when proper execution and monitoring processes have
been addressed, there are still many tasks that need to be completed as the
project comes to a close.
The closing process group comprises all the
final processes needed to close out a project and deliver final products and
reports to the stakeholders.
Veteran project managers know that finishing
strong with all the details in place can leave a lasting impression on a client
who may then refer services to others or bring them back for another project,
so during this phase it is important to be sure all contract obligations have
been met.
Additionally, it is important that all
documents regarding change orders and other related details are organized and
delivered with any other reports regarding the final product. When closing out
a project, it is important to make a good record of any changes in procedure
that might be helpful in any of your future projects.
The PMBOK divides the closing process into
these two main areas for project managers to attend to as they close out
projects:
Close Project or Close Phase:
Looking back over the various phases of the
project as the entire undertaking comes to an end is an important task. Project
managers must make sure no pieces have been left undone. During this phase, the
project manager will meet with team leaders to close out all work orders
related to individual team participation.
Close Procurements:
When
making last minute budget adjustments, it is important to be sure that all
details related to the procurement process throughout the project have been
properly documented. It is common for some goods and services to change
throughout a project; all necessary paperwork regarding substitutions and any
resulting change in budgetary allotment must be made available to document
those changes. Remember, closing out invoices and preparing the final report in
a timely manner may have a positive impact on future opportunities.