Closing phase

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Definition: formalising acceptance of the project, bringing it to an orderly end and reviewing

This phase provides the opportunity for the organisation to learn from the work done via a review and analysis of metrics.

The forms for the closing phase:

•  Project Activity Completion Report – required for all projects

•  Post Implementation Review Report – required for major projects and for other projects if requested by the DVC (TILS).

Project Closure

The project manager should carry out a controlled close to the project, irrespective of whether the project was completed or ended early. Ongoing work should be assigned to other staff, as appropriate. Project documentation should be completed.

A Project Activity Completion Report should be completed for all projects and sent to the Primary Sponsor and copied to the Project Portfolio Office through email: project_portfolio@qut.edu.au

The Primary Sponsor is responsible for any resulting actions with consideration and response to recommendations, as well as promulgating lessons learned, as appropriate.

Post Implementation Review

All major projects require a PIR after completion. The DVC (TILS) may request a PIR for any other project, for example, if more information is needed than detailed in the Project Activity Completion Report.

The sponsor should make arrangements for the Post Implementation Review (PIR) when the project closes, as required.

•  Recommended composition of PIR team for a major project (>$250,000):

•  Chair ( Not usually the project manager)

•  1 steering committee member

•  1 independent member from the client area

•  1 project team member

•  Composition of a typical PIR team for a minor project:

•  Project manager as organiser and leader

•  1 independent member

The review should take place within a time frame appropriate to the nature of the project, often within three months, but as long as six months for a large project.

The Post Implementation Review Report form provided in the PMF templates should be used.

The review should evaluate the way the project was run and assess whether the projected benefits have materialised or will be realised in future. The review should identify the highlights and good practices adopted during the project and contain an evaluation/appraisal of events that occurred, lessons learned and pitfalls to be avoided in future. The project manager, steering committee members and designated stakeholders should have input to the review. Supporting documentation should be supplied, depending on the size of the project.

The report and other resulting documentation should be presented to the Primary Sponsor. A copy should be sent to the Project Portfolio Office (email: project_portfolio@qut.edu.au ). The Project Portfolio Office will make the appropriate governing bodies aware of the reports, ITAC for major projects and DVC (TILS) for minor projects.

The Primary Sponsor is responsible for any resulting actions with consideration and response to recommendations, as well as promulgating lessons learned, as appropriate.

For AMP (IT) projects the report will be accessible to all through a link from the Project Registry so that the knowledge gained during the project can be reused and taken into consideration when planning and executing other projects. Additionally the project manager for AMP (IT) projects may talk to the report at project management improvement sessions, covering lessons learned and recommendations from projects.