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10.4 Administrative Closure
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The project or phase, after either achieving its objectives or being terminated for
other reasons, requires closure. Administrative closure consists of documenting
project results to formalize acceptance of the product of the project by the
sponsor, or customer. It includes collecting of project records; ensuring that
they reflect final specifications; analysing project success, effectiveness, and lessons
learned; and archiving such information for future use.
Administrative closure activities should not be delayed until project completion.
Each phase of the project should be properly closed to ensure that important and
useful information is not lost. In addition, employee skills in the staff pool database should
be updated to replect new skills and proficiency increases.
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10.4.1 Inputs to Administrative Closure
.1 Performance measurement documentation. All documentation produced to record and analyze project performance, including the planning documents that established the framework for performance measurement, must be available for review during administrative closure.
.2 Produst documentation. Documents produced to describe the product of the project (plans, specifications, technical documentation, drawings, electronic files, etc.—the terminology varies by application area) must also be available for review during administrative closure.
.3 Other project records. Project records are discussed in Section 10.2.3.1.
10.4.2 Tools and Techniques for Administrative Closure
.1 Performance reporting tools and techniques. Performance reporting tools and techniques are discussed in Section 10.3.2.
.2 Project reports. See Section 10.2.3.2.
.3 Project presentations. See Section 10.3.3.3.
10.4.2 Outputs from Administrative Closure
.1 Project archives. A complete set of indexed project records should be prepared for archiving by the appropriate parties. Any project-specific or program wide historical databases pertinent to the project should be updated. When projects are done under contract, or when they involve significant procurement, particular attention must be paid to archiving of financial records.
.2 Project closure. Confirmation that the project has met all customer requirements for the product of the project (the customer has formally accepted the project results and deliverables and the requirements of the delivering organization—for example, staff evaluations, budget reports, lessons learned, etc.).
.3 Lessons learned. Lessons learned are discussed in Section 4.3.3.3.
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