Project Closeout Template - Virgina
ITRM Guideline CPM 110-01
Date: January 23, 2006
Section 5: Project Closeout
5-5
A formal acknowledgement of receipt (acceptance) of the project deliverable is executed
by the operations and project managers.
Administrative Closure
Administrative closure involves the preparation of administrative documentation,
collection of project documentation, disposition of project documents, and logistics
activities that ensure that the project resources are redistributed. Administrative closure
includes, but is not limited to, task such as archiving, financial account closure, facilities
turnover (or closure), contract closure, and personnel reassignment.
Collecting Project Archive Data - Historic project data is an important source of
information to help improve future projects. Typically, the following project data is
archived:
• Project notebook
• Project concept document
• Project Charter
• Project Plan
• Project management and oversight review records
• Correspondence
• Meeting notes
• Status reports
• Contract file
• Technical documents, files, program, tools, etc.,
All records should be stored following Commonwealth of Virginia record retention
guidelines. Summary technical information should be electronically stored for historical
reference to facilitate later review. The project archive should include a description of
the files being submitted, the application (including version) used to create the archived
materials, and a point of contact.
Personnel
- If personnel have been committed to the project full-time, it is important to
get the people back into the available resource pool as quickly as possible. This will
ensure that the staff stays busy and that other projects within the organization do not fall
short of resources. In some cases, employee perfor mance reports or other documentation
must be prepared for personnel assigned to the project manager. In matrix organizations,
the project manager should communicate to the functional manager information about the
performance of the employee. The project manager should also make recommendations
for recognition of performance as the case may warrant. Before any employee is
officially transferred, the project manager or his representative must ensure that all
project materials and property are turned over by the employee. The project manager
must also ensure that each employee’s project hours have been accounted for and charged
to the project.
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