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DOCUMENT DESCRIPTION

The Project Closeout Report (Template) is a customizable MS Word document. It contains the following sections:

A. General Information – Basic information that identifies the project.

B. Project Deliverables - List all product or service deliverables in the first column. In the second column record the date that each deliverable listed in the first column was accepted. Describe any contingencies or conditions related to the acceptance of the deliverables listed in the first column.

C. Performance Baseline - Evaluate how the project performed against each of the performance goals established in the Project Performance Plan. Copy the first two columns from the Project Performance Plan. In the third column, record the results of the measurement of performance prescribed in the Project Performance Plan.

D. Cost (Budget) Baseline - State the actual cost of the project and compare it to the planned cost baseline. In the Variance column, record the difference between planned and actual cost. Provide the reason for the variance in the Explanation column. Include in the explanation information on any approved changes to the cost baseline and their impact on the project.

E. Schedule Baseline - Compare the initial approved schedule baseline against the actual completion dates. Extract the WBS Elements, Start Dates, and Finish Dates from the baseline schedule and record them in the WBS Element, Planned Start Date, and Planned Finish Date Columns. Record the Actual Start Date and Actual Finish Date for each WBS element in the columns with those headings. In the Explanation for Change column, provide a brief reason for any differences and describe the impact on the project.

F. Scope - Document any changes to the project scope and describe the impact of each change on performance, cost, or schedule baselines in the appropriate column.

G. Operations and Maintenance - Describe the plan for operation and maintenance of the product, goods, or service delivered by the project. State the estimated annual cost to operate and maintain the product, good, or service. If the estimated cost differs from the original cost estimate in the project proposal, identify where and why the estimated cost differs. If the operation and maintenance plan is not in place, specify when the plan will be completed and what the impact is of not having a plan for the operations and maintenance of the product, goods, or services delivered.

H. Project Resources - List the resources used by the project in the first column. In the second column, identify to whom the resource was transferred. In the next column, indicate when the resource was transferred. Account for all project resources specified in the Resource Plan and utilized by the project.

I. Project Documentation - Identify all project documentation materials stored in the project library or other repository. Identify the type of media used and the disposition of the project documentation (see Communications Plan).

J. Lessons Learned - Identify lessons learned for feedback to the Commonwealth Project Management process. Lessons learned are identified as problems (or issues). Provide a brief discussion of the problem that identifies its nature, source, and impact. Site any references that provide additional detail. References may include project reports, plans, issue logs, change management documents, and general literature or guidance used that comes from another source. Record the corrective actions taken and results in the last column.

K. Dates for Post Implementation Review and Report - Identify the date for completing the post implementation report and the person responsible for this action.

L. Approvals - The person(s) making the report authenticate its contents by signing as appropriate.

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Source: Project Closeout Report document

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