Prepare Planned Closure is a critical activity within the Closing a Project Process in PRINCE2 7 that ensures an orderly and controlled conclusion to a project. This activity is initiated when the Project Manager receives authorization from the Project Board to close the project, typically after th…Prepare Planned Closure is a critical activity within the Closing a Project Process in PRINCE2 7 that ensures an orderly and controlled conclusion to a project. This activity is initiated when the Project Manager receives authorization from the Project Board to close the project, typically after the final delivery stage has been completed successfully.
The primary purpose of Prepare Planned Closure is to systematically wrap up all project activities and verify that objectives have been achieved. The Project Manager must confirm that all planned products have been delivered and accepted by the appropriate stakeholders. This involves checking that quality criteria have been met and that the customer has formally accepted the project outputs.
During this activity, the Project Manager conducts a thorough review of the project's performance against the original baselines for time, cost, scope, quality, benefits, and risk. Any outstanding issues or risks must be addressed or formally handed over to the appropriate parties who will assume responsibility post-project.
Key deliverables produced during Prepare Planned Closure include the End Project Report, which documents the project's overall performance, lessons learned, and recommendations for future initiatives. The Project Manager also prepares the Lessons Report to capture valuable insights that can benefit the organization's future projects.
Additionally, arrangements must be made for ongoing operations and support of the delivered products. This includes ensuring that operational documentation is complete, support arrangements are in place, and any necessary training has been provided to those who will maintain or use the products.
The Project Manager must also update the Benefits Management Approach to reflect how post-project benefit reviews will be conducted, as many benefits may only be realized after the project has closed. Finally, all project records and documentation should be archived according to organizational standards, ensuring that valuable information remains accessible for future reference and audits.
Prepare Planned Closure is an activity within the Closing a Project process in PRINCE2. It occurs when the project has reached its natural end point, having delivered all planned products, or when the Project Board has confirmed that the project objectives have been met. This activity ensures that the project is formally and systematically brought to a close in a controlled manner.
Why is Prepare Planned Closure Important?
Prepare Planned Closure is critical for several reasons:
• Formal handover: Ensures products are properly transferred to operational teams or customers • Documentation completeness: Guarantees all project records are finalized and archived • Benefits tracking: Establishes mechanisms for measuring benefits after the project ends • Lessons learned: Captures valuable knowledge for future projects • Resource release: Allows team members to be released to other work in an orderly fashion • Stakeholder satisfaction: Confirms acceptance criteria have been met
How Does Prepare Planned Closure Work?
The Project Manager undertakes several key actions during this activity:
1. Verify Product Delivery: Confirm that all products in the Project Product Description have been delivered and approved by the appropriate authorities.
2. Update Project Documentation: Ensure the Project Plan, Business Case, and all management products reflect the final project status.
3. Prepare End Project Report: Create a comprehensive report comparing actual performance against planned performance, including time, cost, quality, scope, benefits, and risks.
4. Prepare Lessons Report: Compile lessons learned throughout the project for corporate or programme management to use in future initiatives.
5. Arrange Product Handover: Coordinate the formal transfer of products to operations, ensuring support arrangements are in place.
6. Prepare Benefits Management Approach Updates: Confirm post-project benefit reviews are scheduled and responsibilities are assigned.
7. Recommend Project Closure: Compile all closure documentation for the Project Board's authorization to close the project.
Exam Tips: Answering Questions on Prepare Planned Closure
Tip 1: Distinguish Between Planned and Premature Closure Remember that planned closure occurs when the project completes its intended work. If a question describes a project ending early due to unviability or external factors, this is premature closure, not planned closure.
Tip 2: Focus on the Project Manager's Role The Project Manager prepares closure documentation and makes recommendations. The Project Board authorizes closure. Do not select answers that give authorization authority to the Project Manager.
Tip 3: Remember the Purpose of Each Document • End Project Report = Performance assessment • Lessons Report = Knowledge transfer for future projects • Benefits Management Approach = Post-project benefit tracking
Tip 4: Product Acceptance is Essential Before planned closure can proceed, customer acceptance must be confirmed. Look for answers that emphasize verification of acceptance criteria.
Tip 5: Link to the Business Case Questions often test whether the project's outcomes align with the original Business Case. The End Project Report should demonstrate this alignment.
Tip 6: Consider Timing Carefully Prepare Planned Closure happens during the final stage, after products are complete but before the Project Board authorizes closure. Sequence matters in exam scenarios.
Tip 7: Watch for Handover Requirements Operational and maintenance arrangements must be in place before closure. Select answers that confirm support structures are ready to receive products.
Common Exam Traps to Avoid:
• Confusing the End Project Report with the End Stage Report • Selecting answers where the Project Manager closes the project alone • Choosing options that skip product acceptance verification • Missing the requirement to schedule post-project benefit reviews