5 Steps to Prepare the Project Closeout Document

In this podcast, Ricardo talks about the project closeout document, he explains that this document is a mark that records the completion of the work and certifies the project closeout. He also explains that the project closeout document is divided into 5 parts and shows what is the contents of these parts.

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Episode transcript

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Hello

Speaker 1 (4s): Everybody. And welcome to the five minutes BM podcast today. I like to discuss with you the Project Closeout Document, it's a very important when you go to the closing process in a project that you prepare, Document called project Closeout In. What does the intent of this Document think the end of this document is to first explain what you really did on that project. And now So asked for the final closure of the project.

Usually this document is issued by the project manager and is sent to the sponsor. It sends maybe to the sponsor or to the executive team to really approve that you really finished that project. Usually the,

Speaker 0 (52s): The content can be divided

Speaker 1 (54s): The five major topics for this document. The first part is a

Speaker 0 (1m 0s): Formal leased of completion.

Speaker 1 (1m 3s): The criteria. What is that? You put a formal least of all.

Speaker 0 (1m 9s): What do you really need to do

Speaker 1 (1m 11s): To complete the project? The second one,

Speaker 0 (1m 14s): The coffee mentioned that

Speaker 1 (1m 16s): has been met. So you put, okay. Let's suppose that I'm building a home. So I cannot put the completion criteria like, Oh, home completed. This is too broad. It's very, very hard to track that. So what I need to do, I need, okay. The foundation's where Don, and in the end,

Speaker 0 (1m 39s): The second topic, I need to pull for a mate, this, okay. Prove me that you really

Speaker 1 (1m 45s): Did that job. So how you can do this. You can have photos. I use it photos many, many times, but you can use our soap documents coming from supplier or from part of the customers or partial acceptance. So if I delivered something to my customer and I have this document, so I proved

Speaker 0 (2m 6s): Move that each of the deliverables, it's very important. This is really tight

Speaker 1 (2m 11s): To go to the planning phase.

Speaker 0 (2m 13s): When you're preparing your WBS, you put the major

Speaker 1 (2m 17s): Livers of that project. So here you need to set that you have completed and put when you complete it. And second proved that you really complete. It is not just same. You need to prove through documents, through photos, true acceptance letters coming from the client. So it's the conformation and the third topic,

Speaker 0 (2m 43s): Least of all outstanding business at a table.

Speaker 1 (2m 46s): What is risks and issues? It's very important because usually we can not do 100% of everything bare or something.

Speaker 0 (2m 57s): Pending items varies more pending items

Speaker 1 (3m 1s): That we can face. And the closing process that we need to address because they will survive the Project. So after the Project is done,

Speaker 0 (3m 12s): The one we will need to take care of that in it's really, really in the practical, in real life, it's really

Speaker 1 (3m 19s): To finish a project with zero pending items. It's very, very hard. So you put the least

Speaker 0 (3m 26s): The outstanding business risks and issues

Speaker 1 (3m 29s): Does Document. The fourth part of this Document is a set of closure actions to handle

Speaker 0 (3m 36s): Over project deliverables, documentation,

Speaker 1 (3m 39s): And release resource. So in this part, you will prove that you release it all resources. Second, that you Dede the project close out meeting that you did

Speaker 0 (3m 51s): The last from the final lessons learned

Speaker 1 (3m 53s): Session. So you need to prove to the sponsor and the executive team that we'll be receiving this document that you really close at the Project that you didn't have and on the project. So this is the fourth topic and the last but not least its a request for project closure approval. So after putting all this information and say, can, I can see that this project closure or do I need to do something else? This is something like a prohibition to really, really finished that project.

So you were proven that you delivered everything, you put all the outstanding business. You prove also that you did all the closing process. So there is no resources anymore. You return it back, the chair, the table or the room, the computers. So everything is done. You were ready to go and you are asking this permission. So this is the basic framework of what is included in the project closure form.

I hope you enjoyed this podcast and see you next week with another five minutes BM Podcast.

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