The document discusses the closure phase of a project. It identifies key activities in the closure phase including obtaining sign-off from the client, documenting lessons learned, releasing staff, generating a final status report, archiving documents, celebrating completion, collecting payment, marketing for future business, and providing after-sales service. Activities in closure involve inspection of completed work, checking deliverables, documenting lessons learned in a log, thanking and releasing staff to previous positions if no new project, and generating an overview report of accomplishments. Archiving documents is important for future reference. Celebrating completion provides symbolic closure and recognition for team efforts. The project manager can help expedite payment collection and uses the client relationship to facilitate future business opportunities. After

2. OBJECTIVES
- describe the closure phase
- identify activities in closure phase
- generate the final status report
- discuss archiving of documents
- celebration of project completion
- collection of project remuneration
- discuss marketing for further business
- describe after sales service

3. Describing
closure phase
Project
After sales
closure
service
activities
Marketing
future
Project Final status
business Closure report
Collecting Document
remuneration management
Project
completion

4. ACTIVITIES IN CLOSURE PHASE
Obtaining sign-off
- Inspection of completed work
- May have to redo sections not completed to specification
- Profit margin quickly disappears when changes made at
this stage of project
- Check required deliverables against actual work
- When client is satisfied he will sign off the project
- Sometimes an agreement is made to allow modifications
over a timeframe

5. LESSONS LEARNED
- Use experiences learned on next project
- Avoid mistakes on next project
- Record events as you go through project
(project log)
- At end of project edit log and compile
into a detailed report for future reference

6. STAFF TRANSFER RELEASES
- If there is no new project for the team the
staff are released back to their old
positions
- REMEMBER thank them for their
contributions
- You never know when you might have to
work with them again!!

7. FINAL STATUS REPORT
- Provides an overview of the project with
a list of accomplished deliverables and
milestones
- See template p 147

8. ARCHIVING DOCUMENTS
- Never discard the project documents
- They may be needed for reference later
- If a proper filing system has been followed from start of project archiving is simple
- WHY DO WE NEED TO KEEP THESE DOCUMENTS?

9. CELEBRATION OF PROJECT COMPLETION
- CELEBRATION CEREMONY HAS
IMPORTANT SYMBOLIC VALUE TO
TEAM
- A WAY OF THANKING TEAM FOR THEI
EFFORTS
- IMPORTANT FOR TEAM TO GET
CLOSURE AND FEEL A SENSE OF
ACCOMPLISHMENT

10. COLLECTION OF REMUNERATION
- Usually finance department collect payment
- Project Manager can usually help to speed up
payment
- Project Manager has more contact with client,
and, hopefully has built up a good working
relationship
- Much easier for the client to refuse a faceless
credit controller than PM

11. MARKETING FOR NEW BUSINESS
- Project Manager’s relationship with client
critical for future business!!

12. AFTER SALES SERVICE
- South Africans notorious for providing and accepting poor
service
- Easy to forget about past projects
- Easy to refuse responsibility for work that has been completed,
particularly as it generates no further income
- Project documentation should include guidelines to the
timeframe for free service to be provided for completed projects
- Client should be entitled to a fixed period of free support as
some problems will only occur once project is in use
- However, there comes a point when client has to assume
responsibility
- REMEMBER MARKETING!!

13. THE END

14. INDIVIDUAL EXERCISE
1. What do you think the characteristics of a successful team are?
2. Draw a diagram to illustrate the stages of team development
3. Why is it important to solve conflict between team members?
4. List the advantages of being an accredited ISO provider
5. Name & explain two (2) different techniques of project control
6. Briefly explain the importance of the following project closure
activities:-
a. Obtaining sign off; b. Lessons learned; c. Final status
reporting; d. Celebrating project completion
7. Differentiate between marketing and sales
8. Why is after sales service important to a Project Manager?
9. Think of 3 creative ways in which a Project Manager can discuss
lessons learned with his/her team members.
ONE PARAGRAPH PER QUESTION. HAND IN AT THE END OF THE
SESSION