Finalise and Review Project

Once a project is finished, the key function when undertaking project work is to ensure that the project has been closed off or finalised. Many loose ends need to be tidied up, which if left undone or incomplete, can impact an organisation later. In this topic, we consider the various aspects of closing out a project and methods to evaluate how the project went. Finalising and reviewing a project also means that we will revisit all elements or stages within the project lifecycle to ensure effective project closure.

By the end of this topic, you will understand:

• The key elements involved in finalising a project
• Finalisation and documentation
• Project closure elements
• Methods used for reviewing or evaluating a project.

Project closure also means successful project completion. In order to ensure we have successfully completed a project; we need to check the following areas:

• Planned activities compared with activities completed
• Key stakeholders have agreed deliverables have been met and in a satisfactory manner
• Project objectives have been achieved including meaning budget, following the schedule, risks effectively managed, and quality standards met
• Process improvements and efficiencies
• Important project documents that have been stored
• Project evaluation and review have been undertaken including lessons learned.

It is useful to have a checklist for quality assurance purposes that can be ticked off. A checklist for finishing or completing project activities includes:

• Crosschecking activities in project plan to ensure contracts, purchase orders and other commitments have been completed
• Checking payments have been made to suppliers, offenders or contractors and appropriately charged to the project accounts
• Project resources including materials and equipment have been reassigned or sold all legal or compliance obligations have been met including induction or training
• Project has been evaluated against project objectives and deliverables and performance criteria such as scope time and cost
• Project has been evaluated including a review of processes and methods to achieve the project outcomes
• Project learning is and knowledge have been captured to share with new or ongoing projects
• Authorisation and procedures being completed including relevant certification
• Audits or inspections of being completed depending on to the type of project
• Various communications between stakeholders and project partners on impending closeout and distribution final reports including sign of
• Winding down or closing of the project team including celebrations and recognition of project team efforts performance review of project management project team and areas of performance improvement
• Project plans and key documents including lessons learned preserved in knowledge management or document management system

Example

An example of an incomplete process that might be picked up on in a review is when suppliers or contractors have not received final payments if the work has been completed as per the contractual agreements.

Project Team Closure

Depending on the type of project and its purpose (e.g. a major change project, how long project team members have worked together and their level of team cohesion, whether they have surety about other projects), team members may require stronger support systems (e.g. from HR or Employee Assistance Counsellors (EAP)).

Teams can go through different stages of development. As coined by psychologist Bruce Tuckman, teams typically work through ‘forming, storming, norming and performing’ (Mind Tools Content).

Generally, project teams are temporary, but there can also be the need to address the adjourning of a project including the mourning phase where the project is disbanded, sometimes leaving people with a sense of loss. This part of project team closure is also an important aspect aside from closing off project activities.

Project Closure Reports

Given we need to ensure the project has been completed, finalising the project requires preparation and delivery of a range of project completion reports. A project closure report is for stakeholders including senior management through to project participants, technical staff, etc.

Project reports can include comprehensive data and information including spreadsheets, graphs and charts to show variations in costs and other information. For example, a financial report would detail a clear statement of costs associated with the project including costing trends.

Reports need to summarise the project details including all aspects of the project process, how the project was managed and lessons learned. Reports can also include any outstanding issues or matters that need to be resolved to effectively close off the project.