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Project Close-Out Report

[Enter Project Name Here]


Approval List

Template Version No. Template Author Template Completion Date

Revision History

Revision Date Status Author Reviewed By Summary of Changes

Document Approval List

Version Approved By Signature Date

Document Distribution List

Name of Receiver / Group Date


Table of Contents
Executive Summary.............................................................................................................................. 4
Introduction........................................................................................................................................... 4
Background....................................................................................................................................... 4
Purpose............................................................................................................................................. 4
Scope................................................................................................................................................ 4
Project Scope........................................................................................................................................ 4
Project Successes & Challenges..........................................................................................................5
Project Successes............................................................................................................................. 5
Project Challenges/Difficulties........................................................................................................... 5
Lessons Learned.................................................................................................................................. 6
Project Team......................................................................................................................................... 6
Project Partners & Stakeholders........................................................................................................... 7
Project Management Processes........................................................................................................... 7
Project Results...................................................................................................................................... 7
Project Goals, Objectives, Deliverables.............................................................................................7
Project Performance Measures.........................................................................................................8
Project Schedule............................................................................................................................... 8
Project Budget................................................................................................................................... 9
Quality of Final Deliverables............................................................................................................ 10
Suggestions for Improvement............................................................................................................. 10
Project Archives.................................................................................................................................. 10
APPENIDIX LESSONS LEARNED REPORT...................................................................................11
Executive Summary
Provide a summary of the information contained in this document.

Introduction

Background
Provide the necessary background and briefly describe the context of the project. Be brief, but provide
enough detail so that any person not familiar with the project will have the necessary information to
understand the projects context. Identify and briefly describe project goals and objectives. Identify the
specific purpose and scope of this document in sub-sections below. (This information can be found in
the project charter)

Purpose
Identify and document the purpose of this document. Be brief, but specific. (This information can be
found in the project charter)

Scope
Describe the boundaries of this document. Be specific, and document what specifically will this
document address and what will it not address.

Project Scope

Analyze the scope of the project. What was the initial scope as described in the Project Charter?
How did the scope of the project change over the duration of the project? How were changes to
project scope handled? Were they documented and approved through a formal process? What
was the rationale for changing the project scope? Describe the initial and the final project scope in
table below. Explain the changes made and document why these changes were approved.
Initial Scope Final Scope Description of Change
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Project Successes & Challenges

Describe the successes and challenges faced on the project. What were the major project
successes and what were the major project challenges? What could have been done to increase
the successes and decrease the number of challenges/difficulties on the project? Can this learning
be passed to other projects? If so, what would they be?

Project Successes

Project Successes Detailed Description


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Project Challenges/Difficulties

Project Challenges Detailed Description


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Project Challenges Detailed Description
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Lessons Learned

Describe the lessons learned on the project. Provide a summary of key lessons and identify the
main themes. Refer to the detailed Lessons Learned Report for more information. (See Appendix)
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Lessons Learned Detailed Description
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Project Team

Analyze the people involved in the project. How was the core team formed? Did it stay together for the
duration of the project? What challenges did the team face when working together? What can be done
on future projects to increase the amount of teamwork? What did the project team learn about
estimating, forecasting and budgeting that will help them on future projects? Were the right team
members included in the project? Were the team roles and responsibilities clear?
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Project Partners & Stakeholders

Analyze the partners and the stakeholders of this project. Who were this projects partners and how
was the partnership managed? Were the interest of all project partners satisfactorily met? What can
be done on future projects to increase the likelihood of its success? To what extent did the
stakeholders positively or negatively impact the project? Upon completion, did the project output meet
stakeholder requirements, without additional work? If additional work was required, why was it
necessary?
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Project Management Processes

Analyze the project management methodology and processes used on this project. Did the
methodology work well? What challenges were faced? What can be done to improve project
management practices in your organization? How were issues and change managed throughout the
project? What was learned about risk management that will help future projects and what risks
occurred on the project that were not anticipated? What could have been done to anticipate these
risks? To what extent was the quality managed throughout the project and were quality criteria
established early in the planning phase?
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Project Results

Project Goals, Objectives, Deliverables


Analyze the goals and objectives of the project. Were they clear and understood by all
relevant participants, i.e. team members, partners, contributing vendors, stakeholders,
etc.? Reiterate the initial goals and objectives (as stated in the Project Charter) and
compare them to the actual accomplishments made? Describe any variances and the
associated reasons.
Initial Project Goals,
Actual Goals, Objectives, Description &
Objectives,
Deliverables Achieved Explanation of Variances
Deliverables
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Project Performance Measures
Analyze the projects performance measures. What were the planned vs. actual
measures? Describe and explain any variations.
Baselined Project Actual Project Description &
Performance Measures Performance Measures Explanation of Variances
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Project Schedule
Analyze the projects track record in meeting its key milestone dates. Did the project
finish on, ahead or behind schedule? What were the planned vs. actual schedules?
Describe and explain any variations.
Baselined Project
Actual Project Schedule Description &
Schedule
(key milestone dates) Explanation of Variances
(key milestone dates)
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Project Budget
Analyze the projects planned vs. actual costs and expenditures. Did the project finish
on, over or under budget? What was the planned vs. actual budget? Analyze key
expenditures for the project. Describe and explain any variations.
Baselined Project
Actual Project Budget Description &
Budget
(key expenditures) Explanation of Variances
(key expenditures)
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Quality of Final Deliverables


Analyze the quality of final project deliverables. Did they meet or exceed stakeholder
expectations? Were the clients/customers happy and satisfied with final results? Was the
project sponsor satisfied? Were the needs and interests of project partners met? Did the
project team accomplish its learning and development objectives? Were all project
deliverables accepted or was re-work required? Discuss the answers to these questions
below.
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Suggestions for Improvement

List and describe any suggestions for improvement for any aspect of the projectfrom the
project management methodology to processes used in your branch/division/ministry.
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Project Archives

Describe what project archives have been created and where are they located. What
documents have been archived? How can it be used on future projects?
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APPENIDIX LESSONS LEARNED REPORT

Lessons Learned
The project team (core team, customer, sponsor) should complete this form individually. Someone
on the team should then compile the comments into one form for distribution and discussion.
Keep all comments anonymous. Focus on areas to improve, as well as project successes.
Description Analysis Recommendation
What was the root cause of the
Describe the issue, what What could be implemented to improve/continue the
problem/success? What factors
happened and the results situation?
contributed?