Prepare Premature Closure is an important activity within the Closing a Project Process in PRINCE2 7 that addresses situations where a project must be terminated before its planned completion date. This scenario occurs when the Project Board decides that continuing the project is no longer viable o…Prepare Premature Closure is an important activity within the Closing a Project Process in PRINCE2 7 that addresses situations where a project must be terminated before its planned completion date. This scenario occurs when the Project Board decides that continuing the project is no longer viable or beneficial to the organization.
Premature closure may be triggered by several factors including changes in business priorities, lack of funding, the business case becoming invalid, external market conditions shifting dramatically, or organizational restructuring that renders the project outcomes unnecessary. When such circumstances arise, the Project Manager must still ensure a controlled and orderly shutdown rather than simply abandoning the work.
The preparation for premature closure involves several key activities. First, the Project Manager must document the current state of all products, noting which deliverables have been completed, which are partially finished, and which have not been started. This inventory helps stakeholders understand what has been achieved and what resources have been consumed.
Second, the Project Manager needs to assess and document any work that could potentially be salvaged or reused in future initiatives. Partially completed products may still hold value for the organization if properly preserved and documented.
Third, all project documentation must be updated to reflect the actual status at closure, including lessons learned up to the point of termination. These lessons are particularly valuable as they may explain why the project could not continue and provide insights for future project selection and management.
Fourth, recommendations for handling outstanding issues, risks, and any contractual obligations must be prepared. The Project Manager should identify actions required to release team members, return borrowed resources, and terminate supplier agreements appropriately.
Finally, the Project Manager prepares an End Project Report that honestly reflects the circumstances of the premature closure, enabling organizational learning and proper accountability for the decisions made throughout the project lifecycle.
Prepare Premature Closure in PRINCE2 Foundation v7
What is Prepare Premature Closure?
Prepare Premature Closure is an activity within the Closing a Project process that occurs when a project must be terminated before its planned completion. This situation arises when the Project Board decides that the project should not continue, typically due to changes in business justification, lack of viability, or external factors that make continuation impractical.
Why is Prepare Premature Closure Important?
Premature closure is critical for several reasons:
• Protects organizational investment - Ensures that completed work and products are salvaged and preserved rather than wasted • Maintains governance - Ensures the project closes in a controlled manner even when ending early • Captures lessons - Valuable insights from failed or terminated projects can prevent future issues • Releases resources - Allows team members and assets to be redeployed to productive work • Fulfills contractual obligations - Ensures supplier contracts are properly terminated
How Does Prepare Premature Closure Work?
When the Project Board instructs premature closure, the Project Manager must:
1. Update project documentation - Record the current state of all products and work packages 2. Identify salvageable products - Determine which completed or partially completed products have value 3. Document lessons learned - Capture what went wrong and what can be learned 4. Plan handover activities - Arrange transfer of any usable outputs to operations 5. Notify stakeholders - Communicate the closure decision to all affected parties 6. Release resources - Return team members to their functional areas 7. Close contracts - Terminate supplier agreements appropriately
The End Project Report must still be produced, explaining why the project was closed prematurely and what was achieved.
Key Differences from Planned Closure
• Not all products will be completed or handed over • Greater emphasis on salvaging value from partial work • More focus on documenting reasons for failure • May require additional stakeholder communication
Exam Tips: Answering Questions on Prepare Premature Closure
• Remember the trigger - Premature closure is authorized by the Project Board, not the Project Manager • Focus on controlled closure - Even premature closure must follow a structured approach • Lessons are essential - Questions often test whether lessons should still be captured (yes, they should) • Products matter - Know that salvageable products should be identified and preserved • Documentation continues - The End Project Report is still required for premature closure • Watch for scenarios - Exam questions may describe situations where premature closure is the appropriate response (e.g., business case no longer valid) • Know who decides - The Project Board authorizes premature closure based on recommendations or changed circumstances
Common exam trap: Questions may suggest that premature closure means abandoning all project management disciplines. The correct answer always involves maintaining control and following proper closure procedures.