Prepare Planned Closure is a critical activity within the Closing a Project process in PRINCE2 7. This activity ensures that all necessary steps are taken to formally conclude a project in an organized and controlled manner when it reaches its natural end point.
The primary purpose of Prepare Plan…Prepare Planned Closure is a critical activity within the Closing a Project process in PRINCE2 7. This activity ensures that all necessary steps are taken to formally conclude a project in an organized and controlled manner when it reaches its natural end point.
The primary purpose of Prepare Planned Closure is to verify that the project has achieved its objectives and that all products have been delivered and accepted. The Project Manager initiates this activity when the project is approaching its scheduled completion date and the final products are ready for handover.
During Prepare Planned Closure, several key tasks must be completed. First, the Project Manager must confirm that all project products have been delivered according to their quality criteria and have received appropriate acceptance from the customer. This involves reviewing the product status accounts and ensuring all deliverables meet the agreed specifications.
Second, the Project Manager prepares recommendations for any follow-on actions that may be required after the project closes. These could include ongoing maintenance activities, future enhancements, or related projects that should be considered.
Third, the team must ensure that all project documentation is complete and properly archived for future reference. This includes lessons learned, project records, and any other relevant information that could benefit future projects.
Fourth, the Project Manager prepares the End Project Report, which summarizes the project performance against the original plans, documents any deviations, and captures the overall project outcomes.
Finally, arrangements must be made for the handover of products to the operational environment, including any necessary training, support documentation, and transition activities.
The Project Manager submits the closure recommendation to the Project Board, who then makes the final decision on whether to authorize the project closure. This structured approach ensures nothing is overlooked and provides a clean transition from project mode to business as usual operations.
Prepare Planned Closure - PRINCE2 Foundation V7 Guide
What is Prepare Planned Closure?
Prepare Planned Closure is a key activity within the Closing a Project process in PRINCE2. It occurs when a project reaches its natural end point, having delivered its planned products and achieved its objectives. This is the standard, expected way for a project to conclude, as opposed to premature closure which happens when a project is stopped early.
Why is Prepare Planned Closure Important?
Planned closure ensures that:
• All project products have been delivered and accepted by the customer • The project has been formally handed over to operational teams • Lessons learned are captured for future projects • Resources are released appropriately • Outstanding risks and issues are transferred to the appropriate owners • The project ends in a controlled and organized manner • Benefits reviews are scheduled for post-project evaluation
How Does Prepare Planned Closure Work?
The Project Manager initiates planned closure activities during the final stage of the project. Key steps include:
1. Verify product delivery - Confirm all products in the Project Product Description have been delivered and approved
2. Prepare handover documentation - Ensure operational and maintenance teams have everything needed to support the products
3. Update project documentation - Complete the End Project Report and Lessons Report
4. Schedule benefits reviews - Plan when and how benefits will be measured after closure
5. Identify follow-on actions - Document any recommendations or actions for future consideration
6. Prepare closure notification - Draft communication for stakeholders about project completion
Key Documents in Planned Closure
• End Project Report - Summarizes project performance against baselines • Lessons Report - Captures what went well and what could improve • Benefits Management Approach - Updated with post-project review dates • Project Product Description - Used to verify all deliverables are complete
Exam Tips: Answering Questions on Prepare Planned Closure
1. Remember the trigger - Planned closure happens when the project achieves its objectives, not when it runs out of time or budget
2. Know who does what - The Project Manager prepares closure activities, but the Project Board authorizes the actual closure
3. Distinguish from premature closure - Exam questions often test whether you understand the difference between planned and premature closure scenarios
4. Focus on handover - Questions frequently emphasize the importance of proper handover to operational teams
5. Benefits reviews happen later - Remember that benefits are often realized after project closure, so reviews are scheduled for the future
6. Product verification is essential - Before closure can proceed, all products must be verified as complete and accepted
7. Watch for keyword triggers - Terms like 'objectives achieved,' 'final stage,' and 'successful completion' indicate planned closure scenarios
8. Lessons are captured, not just identified - The Lessons Report formalizes learning from throughout the project lifecycle
Common Exam Question Themes
• When does planned closure occur in the project lifecycle? • What must be verified before recommending closure? • Who has authority to close the project? • What happens to outstanding risks and issues? • How are benefits tracked after closure?
Understanding these elements will help you confidently answer exam questions related to the Prepare Planned Closure activity in PRINCE2.