In my last post, we examined the process of managing stage boundaries, and the project manager’s responsibilities when doing so. In this last post discussing the seven processes of PRINCE2, you’ll learn how a project is closed, and the tasks that a project manager must undertake to manage an effective closing.
Project manager responsibilities to close a project
In closing a project, the project manager is responsible for:
- Decommissioning the project
- Identifying the follow-on actions that are required for the products created
- Making sure that benefits reviews have been carried out or planned, and evaluation reviews conducted
- Ensuring that the project’s products are approved and delivered
- Freeing up project resources
To carry out these responsibilities effectively, the project manager must carry out the following five activities:
1. Prepare project closure
As the end of the final stage gets close, the project manager should confirm that the project’s products have been delivered to the specifications expected, before notifying the project board that project resources can be released.
To do so, the project manager will need to enter details including the products delivered, time, cost, etc. into the project plan. This process should include review of the Product Status Account, and checking that the project products meet the criteria as set by the project product description.
2. Prepare premature closing
If the project board requires a premature close of the project, the project manager should first ensure how incomplete project products are to be recovered. In addition, the following must be done:
- Details of why a premature close has been requested must be entered into the Issue Register
- The project plan must be updated
- Final status of the project’s products must be made by reviewing the Product Status Account
3. Hand over the project’s products
Whether a project’s products are handed over altogether in a single release as project close, or the delivery is phased, there must be acceptance criteria and delivery methods agreed. The project manager will be responsible for ensuring these are carried out.
Additionally, the project manager is responsible for making sure that appropriate follow-up actions are prepared, and that any benefits that will only be available after the project’s products are deployed are detailed in the Benefits Review Plan.
4. Project evaluation
The project manager should evaluate how the project has been carried out, measuring actual project results against expected results. Such an evaluation will enable the project manager (and team) to make continuous improvements to methodology and techniques, learning lessons in PRINCE2 project management.
The project evaluation and Lessons Report are included in the End Project Report.
5. Recommend project closure
Having received all documentation needed to close the project, the project board will be in a position to close the project upon recommendation by the project manager.
Once closure has been approved, the project manager can release project resources, and discontinue project work.
This wraps up our series on the processes in PRINCE2. In our next blog, the first of 2018, you’ll learn the New Year Resolutions to improve project management in your organisation. In the meantime, enjoy your New Year celebrations, and don’t hesitate to contact us for any of your project management needs: