Authorize Project Closure is a critical activity within the Directing a Project process in PRINCE2 7. This activity is performed by the Project Board and represents the formal conclusion of a project's lifecycle. The Project Board must make an informed decision about whether the project can be offi…Authorize Project Closure is a critical activity within the Directing a Project process in PRINCE2 7. This activity is performed by the Project Board and represents the formal conclusion of a project's lifecycle. The Project Board must make an informed decision about whether the project can be officially closed based on the information provided by the Project Manager in the End Project Report and Lessons Report.
When authorizing project closure, the Project Board reviews several key elements. They assess whether the project has delivered its intended products and whether these products have been accepted by the appropriate parties. The Board examines if all planned handover activities have been completed and if the products have been successfully transferred to operational use or the relevant stakeholders.
The Project Board also verifies that appropriate follow-on action recommendations have been documented for any work that falls outside the project's scope but may require future attention. They ensure that lessons learned throughout the project have been captured and will be made available for future projects within the organization.
Additionally, the Board confirms that benefits achieved during the project have been documented and that arrangements are in place for measuring benefits that will be realized after the project closes. They review whether all project resources have been released or have plans for release.
The authorization can result in three possible outcomes: the project is approved for closure, the project requires additional work before closure can be granted, or in exceptional circumstances, the project may need to continue if critical elements remain incomplete.
Once authorized, the Project Board notifies corporate or programme management of the project's closure, ensuring organizational governance requirements are satisfied. This formal authorization provides a clear end point for the project, releases resources, and ensures accountability is properly transferred to those responsible for ongoing operations and benefits realization.
Authorize Project Closure - PRINCE2 Foundation V7 Complete Guide
What is Authorize Project Closure?
Authorize Project Closure is a key activity within the Directing a Project process in PRINCE2. It is the final decision point where the Project Board formally confirms that the project can be closed. This activity ensures that all project objectives have been met, all products have been delivered and accepted, and appropriate handover to operations has occurred.
Why is Authorize Project Closure Important?
This activity is critical for several reasons:
• Formal Completion: It provides an official end point to the project, preventing scope creep or indefinite continuation • Accountability: Ensures the Project Board takes responsibility for confirming project completion • Benefits Realization: Confirms arrangements are in place for post-project benefits reviews • Resource Release: Allows project resources to be formally released to other work • Lessons Learned: Ensures valuable lessons are captured and shared with the organization • Documentation: Guarantees proper project records are archived for future reference
How Does Authorize Project Closure Work?
The process follows these steps:
1. Receiving the End Project Report The Project Manager prepares and submits the End Project Report to the Project Board, summarizing project performance against the original plans.
2. Reviewing Key Documents The Project Board reviews: • End Project Report • Lessons Report • Benefits Management Approach (to check post-project review dates) • Outstanding issues and risks
3. Confirming Handover The Board verifies that products have been accepted by the customer and operational handover is complete.
4. Making the Decision The Project Board can: • Approve closure - confirming the project is complete • Request further work - if acceptance criteria are not met
5. Notifying Stakeholders Once approved, corporate or programme management is notified that the project has closed.
Exam Tips: Answering Questions on Authorize Project Closure
Tip 1: Know Who Does What Remember that the Project Board authorizes closure, while the Project Manager prepares the closure documentation. Questions often test whether you understand this distinction.
Tip 2: Understand the Triggers Closure can be authorized in two scenarios: • Normal closure - when objectives are achieved • Premature closure - when the project is no longer viable
Tip 3: Focus on the End Project Report This document is central to the closure decision. Know that it contains performance reviews against baselines and must be approved before closure.
Tip 4: Remember Benefits Reviews The Project Board must confirm that post-project benefits reviews are scheduled. Benefits are often realized after the project closes.
Tip 5: Link to Other Processes Understand that Authorize Project Closure connects to: • Closing a Project process (where closure is prepared) • Directing a Project (the overarching process it belongs to)
Tip 6: Watch for Keywords In exam questions, look for terms like 'formal confirmation,' 'Project Board decision,' 'end project report,' and 'closure notification' as clues pointing to this activity.
Tip 7: Distinguish from Premature Closure If a question mentions the project being stopped early due to business case failure, this still requires Project Board authorization through this same activity.
Common Exam Question Themes: • Who has authority to close the project? • What must be confirmed before closure? • Which documents support the closure decision? • What happens to lessons learned at closure?