This is a sample report that can be used to customize a summary of the outcome of a business project. As an introduction, this report captures the project’s original goals and objectives. The original project goals and objectives are compared with the outcomes by assessing a post-project summary that analyzes the achieved objectives and scope, accomplishments, lessons learned, and closure activities. This sample report can be used by small businesses or other entities that want to thoroughly summarize the details of a completed business project.
This is a sample report that can be used to customize a summary of the outcome of a business project. As an introduction, this report captures the project’s original goals and objectives. The original project goals and objectives are compared with the outcomes by assessing a post-project summary that analyzes the achieved objectives and scope, accomplishments, lessons learned, and closure activities. This sample report can be used by small businesses or other entities that want to thoroughly summarize the details of a completed business project. [Project Name] Project Closeout Report For Project Management Project Manager Name [Document Creation Date] [A Project Closeout Report is a summary of the project just completed. The report captures the activities, achievements, an assessment of the success of the project, as well as what was learned that would be of value for future projects. For this template, the bracketed and gray-shaded text is for instructional use, and should be deleted prior to publishing the document.] [Project Name] – Project Closeout Report Page 2 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report Project Description [The Project Description should be a brief overview of the project, primarily for future readers to understand the original goal of the project. This section should be copied from a Project Charter, or Project Request where the original needs were documented.] Project Objectives & Scope Project Justification Stakeholders, Roles & Responsibilities Stakeholder Project Role Responsibilities to the Project [Name] Project Sponsor [Responsibilities. i.e., responsible for championing project, assuring appropriate resourcing and funding, and approved scope changes] [Name] Project Manager [Managed project, approved task completion, planned project activities, assured documentation of deliverables] [Name] [Additional Role] [Responsibilities] Milestones & Key Deliverables [Provide the list of milestones and key deliverables for the project. If milestones or deliverables were modified or added, you may wish to provide some sort of visual indicator, and provide more detail on the modifications in the Change History section.] Milestone Scheduled Actual Item or Delivery Date Delivery Date Deliverable [Project Kick-off] M [Finalized Project Scope] M [Approved Project Scope Document] D Timeline [Project Name] – Project Closeout Report Page 3 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report [Provide the approved project schedule or timeline. It may be helpful to illustrate the planned and actual timeline. Deviations from the planned timeline should be detailed in Change History and assessed in the Post Project Assessment. The project plan or illustration may be included from MS Project, MS Visio, MS PowerPoint, or simply in a table.] Budget [Provide the project budget, with both estimated and actual expenditures. Again, use the Change History section to describe any deviations from the estimated budget, and provide a detailed assessment the following section. Budget Item Estimated Actual Comments [Facilities] $ $ [Equipment] $ $ [Personnel] $ $ [Consulting Services] $ $ [Other Additional Costs as $ $ Needed] Total $ $ Change History [No project goes exactly as planned. It is crucial to record the changes to the plan to better understand the impact of the project as it was implemented, to accurately assess the results, and to improve future project planning efforts. You may wish to provide Change History in a table format with a column for comments to provide some context around a particular change.] Item Category of Date of Comments Change Occurrence [User Acceptance Plan] Milestone [Complexity of project necessitated creating a plan around performing user acceptance testing on all modules] [Business/Functional Timeline [Added two weeks to project Requirements expansion] schedule to complete requirements gathering [Project Name] – Project Closeout Report Page 4 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report process.] [Parallel Testing early Timeline [Results from parallel testing completion] period showed such marked improvement; the timeframe was reduced by three weeks.] Post-Project Assessment & Summary [This section of the report assesses the results of the project: what objectives were achieved, is the project seen as a success, and if so, for what reasons? Also include lessons learned that can be used in future projects.] Achieved Objectives & Scope [Comment on how the objectives for the project were achieved. Include changes and factors that impacted achievement of objectives. Describe if and how scope for the project changed, and what steps were taken to manage scope.] Project Success [Comment on whether the project was a success or failure. Include any necessary documentation that would be of value for future project managers.] Accomplishments [Comment on the accomplishments of the team as a whole, as well as outstanding contributions from individuals. Even projects that do not succeed in achieving overall objectives have accomplishments that should be recorded. Describe accomplishments from the project and organizational perspective to emphasize the link between the project and organizational objectives.] Lessons Learned [This section provides valuable knowledge that can be utilized by future project teams. Include items specific to the project, as well as items related to productivity in general and ways to improve processes. This should be a bulleted list of lessons learned that can be easily extracted and communicated to the project management community or management.] Next Steps [Depending upon your organization and the context in which the project has been completed, this section may provide a path to planning and making the business case for one or more additional projects. ] [Project Name] – Project Closeout Report Page 5 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report Closure Activities [Formal administrative closure activities ensure that all details of the project have been wrapped up and accounted for. These include, but may not be limited to the following.] Final Project Status Report Approval of the Closure Report Release of the project team Delivery of maintenance documentation/policy & procedure updates Archival of project documentation Contracts Closure [Contracts with consulting firms, various vendors, and internal agreements must be completed and closed out prior to final closure of the project] [Project Name] – Project Closeout Report Page 6 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report Closeout Approval This document establishes formal acceptance of all the deliverables for the <Project Name> project. The <Project Name> project has met all the acceptance criteria as defined in the requirements document and project scope statement. A project audit has been performed to verify that all deliverables meet performance and product requirements. The project team completed the post-project review, and lessons learned have been documented. [The following paragraph generally applies to IT projects, but can be modified for other types of projects.] [Transition to Operations has been completed. The live system has been handed over to Operations and the transfer of knowledge from the Project Team to Operations has also been completed. All training has concluded and formal operations & maintenance documentation has been handed over.] The Project Manager is authorized to continue with the administrative close out of this project, including archiving of project documentation, release of the Project Team, and closing out all procurements. Once the closing process is completed the Project Sponsor will be notified and the Project Manager will then be released from the project. [Signature blocks below may be copy and pasted for as many as are necessary] Sponsor Acceptance Signature: Date: Print Name: Title: Role: Project Leadership Acceptance Signature: Date: Print Name: Title: Role: [Project Name] – Project Closeout Report Page 7 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report Appendix Project Documentation [Provide a list and/or links to project documents, such as the Charter, Scope, Requirements and various planning documents.] Version History [Depending on the size and complexity of the project, and the formal project methodology followed by the organization, you may need to record changes to the project report document.] [Project Name] – Project Closeout Report Page 8 of 9 © Copyright 2011 Docstoc Inc. Project Closeout Approval Report
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