Closing a Project

PRINCE2 Closing a Project Process: A Comprehensive Guide

Introduction to the Closing a Project Process

The Closing a Project process is a crucial element of PRINCE2 methodology that ensures projects are concluded in a controlled and structured manner. This guide will explain the importance of this process, its key components, how it works, and provide tips for answering exam questions on this topic.

Why is the Closing a Project Process Important?

The Closing a Project process serves several vital purposes:

• It ensures all deliverables have been completed and accepted by customers
• It confirms the project has met its objectives as stated in the Project Initiation Documentation
• It provides formal recognition that the project has achieved its aims or should be terminated early
• It releases resources that can be reassigned to other activities
• It captures lessons learned for future projects
• It ensures any follow-on actions are assigned to appropriate teams/individuals
• It provides baseline information for benefits reviews after the project

What is the Closing a Project Process?

The Closing a Project process is the final process in PRINCE2, taking place during the final stage of the project. It provides a fixed point at which acceptance of the project product is confirmed and recognizes that objectives set out in the original Project Initiation Documentation have been achieved.

The process can occur in two scenarios:
1. Planned closure - when the project has completed all planned work
2. Premature closure - when the project is terminated early due to changing business environment, lack of viability, or other significant reasons

How the Closing a Project Process Works

The Closing a Project process involves several key activities:

1. Prepare planned closure
• Ensure all products have been approved and delivered
• Ensure acceptance criteria have been met
• Gather final metrics and performance information

2. Prepare premature closure (if applicable)
• Document reasons for early termination
• Salvage any useful products
• Identify incomplete work

3. Hand over products
• Transfer ownership of deliverables to operational/maintenance teams
• Ensure support arrangements are in place
• Update the configuration management records

4. Evaluate the project
• Compare project performance against baseline plans
• Assess the effectiveness of project strategies
• Review how the project team performed
• Document lessons learned

5. Recommend project closure
• Create the End Project Report
• Produce the Lessons Report
• Draft the Follow-on Action Recommendations
• Submit closure recommendation to Project Board

Key Inputs and Outputs

Inputs include:
• Project Initiation Documentation
• Current/approved Stage Plans
• Business Case
• Completed/approved products
• Project Management Team structure
• Lessons Log
• Issue Register and Risk Register

Outputs include:
• End Project Report
• Lessons Report
• Follow-on Action Recommendations
• Updated Project Initiation Documentation
• Draft Project Closure Notification

Responsibilities in the Closing a Project Process

• Project Manager: Prepares closure documentation, evaluates the project, hands over products
• Project Board: Reviews and approves the End Project Report, confirms project closure
• Executive: Ensures customer satisfaction with deliverables
• Senior User: Confirms products meet requirements
• Senior Supplier: Confirms all products have been delivered
• Project Assurance: Verifies products meet quality criteria
• Project Support: Assists with configuration management

Exam Tips: Answering Questions on Closing a Project

1. Know the difference between planned and premature closure
Questions often test your understanding of how these two scenarios differ in approach and documentation requirements.

2. Understand the key outputs
Be able to identify and explain the purpose of the End Project Report, Lessons Report, and Follow-on Action Recommendations.

3. Be clear on roles and responsibilities
Know exactly what the Project Manager and Project Board are responsible for during closure.

4. Focus on the sequence of activities
Remember that product handover must occur before the project can be formally closed.

5. Connect to other processes
Understand how Closing a Project relates to other processes, particularly Managing a Stage Boundary.

6. Think about tailoring
Consider how the closure process might be tailored for different project scales while maintaining essential elements.

7. Remember the benefits focus
PRINCE2 emphasizes benefits realization, so be aware that preparations for post-project benefits reviews are part of closure.

8. Pay attention to terminology
Use precise PRINCE2 terms in your answers, such as "End Project Report" rather than simply "final report."
9. Focus on real-world application
Exams often include scenario-based questions, so think about how to apply process elements to practical situations.

10. Consider the management products
Know which management products are updated or created during the Closing a Project process.

By mastering the details of the Closing a Project process and practicing these exam techniques, you'll be well-prepared to answer questions on this important final phase of PRINCE2 projects.