Project closure is the last phase in the project life cycle. In this phase, the project is formally closed and the overall success of the project is reported to the client. Project closure involves handing over the deliverables to the customer, releasing staff and equipment and informing stakeholders of the closure of the project. A project closure goes through an essential Handover/Takeover process, where requisite knowledge is passed on to the Client IT for carrying out the support during the Operational cycle.
Following is the closure process:
1. Handover Project Documentation: On a IT/Software implementation Project, the project manager is required to pass on the technical/functional documentation to the client, before the client signs off the formal closure document of the project. Signing of this document is important to get the acknowledgement from the client.
2. Release the project team: It’s a formal process and a crucial one to release the team from the project. The team may include internal and external resources, the external are obviously contracted so, when the project is completed they are paid in full so they sign off and leave. The internal team are released which frees them to work for their next project.
3. Compiling lessons learnt: It is important to compile the lessons learnt from the project to take precautions for coming projects. The lessons are learnt in each face of the project where we can look back on the process afterwards.
4. Archive Project Documents: Project documents include technical and functional documentation, program codes, configuration information, project budget, etc. It’s important to archive these documents and any data related to it so that it can accessed in the future if required by any people of the organization.
5. Sign off of project closure by securing approvals from the sponsor of the project, on a duly compiled Project Closure Document.
6. Celebrate Success: It’s the way of rewarding the team for the efforts put for the success of the project. It gives the boost for the team to bloom in the later projects.
7. Finally sending out the project closure communication to all the relevant stakeholders, so that the fact of project closure is formally circulated to all relevant parties.
This process ensures full life cycle completion of a project legally, technically and factually.