Project Close-out Process

1. Project Manager Creates a Skeleton Close-out Reporto The report will be named _Close-out Project Name and will be located in the project’s

directory.o At this point the Close-out Report would have information regarding the project scope,

risk and the original plan’s schedule.

2. Project Manager Captures feedback from the Team MembersProjects – will include a facilitator led discussion on the Pluses, Potentials and Concerns (PPCO) of the project. See “Team meeting Agenda”o Make sure to invite everyone assigned to the project team. o Send mail to ACS CPS Facilitators requesting a CPS facilitator for the meeting. Please

make sure that the request is at least one week in advance. Someone from the list will contact you regarding your upcoming meeting.

o You can distribute the “Facilitators Close-out Memory Jogger” to the team members invited to the meeting. As a Project Manager, these are areas that you may want feedback on.

Support Projects – Request feedback on the project from team members. The closeout can be discussed as an agenda item at a standing meeting, through an email or a phone conversation.o Make sure everyone assigned to the project team has the opportunity to give feedback

on the project.

3. Project Manager updates the Close-out Report to incorporate the feedback from the Team Close-out Meeting.

4. Project Manager sends the Close-out Report to Sponsor. o This includes the team’s feedback and a list of questions for the sponsor to think about

and respond to during the Close-out Meeting with the Project Manager.

5. Capture feedback from the Sponsor.Major Projects o The Project Manager schedules a meeting with the sponsor. This meeting is required. o The sponsor and Project Manager may invite others if they feel it would be beneficial.o The Project Manager will be gathering feedback from the sponsor on the project. The

questions in the Closeout document should be addressed.

Other Projectso Request feedback on the project from the sponsor. The closeout can be discussed as an

agenda item at a standing meeting, through an email or a phone conversation..

6. Project Manager finalizes the Close-out Report including all of the feedback gathered from the Team members and the Sponsor.

7. Project Manager distributes the final report to the Sponsor and the Team.

8. Director & Associate Director Meeting:Projects o A meeting with an Associate Directors is required. At times this meeting maybe expanded

to include the Director and Associate Directors. Meeting agenda is a review of the project closeout report.

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Support projectso Not required; May be requested by the Project Manager, the Associate Directors or the

Director, if someone feels there is a need to discuss the project.

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Closeout Meetings Agendas

Team Meeting Agenda:

Agenda Item Person Responsible Duration1. Review Project

Objectives Executive Summary of the

project plan Real deliverables to those

described in the plan Baseline vs. Actual

Project Manager

2. PPCO on the whole project Facilitator

Sponsor Meeting Agenda:

Agenda Item Person Responsible Duration1. Review Project

Project Plan Project Results

Project Manager

2. Discuss lessons the team learned Project Manager & meeting participants

3. Receive feedback from the Sponsor on the project

Project Manager & meeting participants

4. Discuss ideas for improvement Project Manager & meeting participants

Facilitator:1. Select a process assistant2. Reviews the Pluses, Potentials, Concerns, Overcome Concerns (PPCO) tool and “Facilitators

Close-out Memory Jogger” (attached below) document.3. At the meeting:

Review the ground rules for the tool of PPCO4. Process assistant takes notes throughout the meeting. 5. After the meeting the Facilitator and Process Assistant gives the Project Manager the notes and

information generated at the meeting.

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