4.

14 Project closure
By the end of the session, learners should be able to;
(a) Describe the concept of project closure
(b) Explain the importance of project closure
(c) Discuss the project closure process
(d) Determine activities in project closure
(e) Explain deliverables in project closure
(f) Appraise project closure best practice

(a) The concept of project closure

Project closure is a critical phase in project management that marks the formal conclusion of a
project. It involves a series of activities and tasks aimed at ensuring that all project objectives
have been met and that the project is completed in a controlled and organized manner.
The primary purpose of project closure is to provide a clear and documented transition from the
project's execution phase to its final phase, ensuring that all loose ends are tied up and that the
project can be officially closed out.

key aspects of the concept of project closure:

1. Final Deliverables: During project closure, the project team reviews all deliverables to
ensure they meet the established quality standards and that they align with the project's
objectives. Any outstanding work or incomplete tasks are identified and addressed.
2. Stakeholder Acceptance: Project closure involves obtaining formal acceptance and sign-
off from key stakeholders, including the project sponsor and client, to confirm that the
project has met their requirements and expectations.
3. Administrative Closure: Administrative tasks such as closing contracts, releasing project
resources, and handling financial matters, including final budget reconciliation, are part
of project closure. This includes releasing team members from project duties and
reassigning resources to other projects or roles.
 4. Documentation and Reporting: All project documentation, including project plans,
schedules, status reports, and change orders, are reviewed and archived for future
reference. A final project report or lessons learned document is often created to capture
insights, best practices, and areas for improvement.
5. Lessons Learned: One of the most valuable aspects of project closure is conducting a
lessons learned session. This involves gathering feedback from team members and
stakeholders to identify what went well, what didn't, and what lessons can be applied to
future projects to improve performance and outcomes.
6. Celebrating Success: Recognizing and celebrating the achievements of the project team is
an important part of project closure. It boosts morale and acknowledges the hard work
and dedication of team members.
7. Contractual Closure: If the project involves contracts with external vendors or suppliers,
contract closure activities are performed, including settling any outstanding invoices,
disputes, or obligations. Client Handover: If applicable, project closure may include a
formal handover of the project to the client or end-users. This may involve training,
documentation, and support to ensure a smooth transition to operational use.
8. Formal Closure Documentation: The project manager typically generates formal closure
documentation, including a project closure report and a formal statement confirming that
the project is officially closed

Reasons for project closure

Project may come to an end for various reasons here are some of the reasons
 Performance of a specified project scope
 Lack of budget
 Change in organization strategy
 Force majeure

(b) Explain the importance of project closure

The importance of project closure cannot be overstated in the field of project
management. It serves several critical purposes that contribute to the overall success of a
project and an organization's ability to improve its project management processes.
These are reasons why project closure is important:
 1. Quality Assurance: A thorough review of final deliverables and project outcomes during
closure ensures that the project's quality standards have been met. Any deficiencies can
be identified and rectified.
2. Resource Release: It allows for the efficient release of project resources, both human and
material. Team members can be reassigned to other projects or tasks, and equipment and
facilities can be reallocated, saving the organization time and money.

3. Formal Conclusion: Project closure provides a formal and recognized endpoint to a

project. It signifies that all project objectives and requirements have been met, and the
project can be officially closed out.

4. Financial Accountability: Closing out the project includes reconciling the project budget. This
ensures that all expenses are properly accounted for, invoices are settled, and any remaining
funds are handled according to organizational policies.

5. Quality Assurance: A thorough review of final deliverables and project outcomes during closure
ensures that the project's quality standards have been met. Any deficiencies can be identified
and rectified.

6. Resource Allocation: By formally closing a project, an organization can assess the availability of
resources for upcoming projects more accurately. This helps in resource planning and allocation
for future initiatives.

7. Regulatory Compliance: In some industries, projects must adhere to regulatory requirements

and standards. Project closure ensures that all regulatory obligations are met and that necessary
documentation is in place for audits or compliance checks.

(d) activities involved in a project closure

 Final Deliverables Verification

 Stakeholder Acceptance; Obtain formal acceptance and sign-off from key stakeholders,
including the project sponsor, client, and other relevant parties. This confirms that the
project has met their expectations and requirements.
  Documentation Review and Archiving
 Client Handover
 Project Review and Evaluation
 Notify Stakeholders
 Formal Sign-off
 Closeout Meeting

(f) Deliverables in project closure

In the context of project closure, deliverables refer to the tangible or intangible outputs, results,
or products that the project was planned or initiated to produce. These deliverables are a key
focus during the closure phase, as they need to be verified to ensure they meet the established
quality standards and align with the project's objectives and requirements.
Types of Deliverables
 Deliverables can take various forms, depending on the nature of the project. They may
include physical products, documents, software applications, reports, prototypes, or any
other specific outcomes that were part of the project's scope and plan.
It’s important to note that during project closure, one of the primary activities is to verify the
completion of all deliverables. This involves comparing each deliverable against the project's
original requirements, specifications, and quality standards.

Quality Assurance, the verification process ensures that each deliverable meets the
defined quality criteria. If there are any discrepancies or defects, they need to be
identified and addressed before the project is officially closed.
Closure Criteria: Closure criteria for deliverables should be well-defined in the project
plan or requirements documents. These criteria outline what constitutes successful
completion and acceptance of each deliverable.