A key task that a PgMP-certified professional needs to undertake is the approval closure of constituent projects upon the completion of defined deliverables. This is indispensable in ensuring that the project’s scope aligns seamlessly with its functional overview. In straightforward terms, this stage involves a thorough evaluation of the project’s outcomes, examining if it has met the outlined objectives and goals, and initiating an official closure process accordingly.
Understanding Project Closure
Project closure is the last phase in the project life cycle. Often, it can be overlooked amidst the euphoria of completing a project. However, it is a critical step in the project management process. A professional needs to ensure that all project deliverables have been finalized, all works have been completed satisfactorily, all project documentation is finalized, and all project resources have been released. It also provides insights into lessons learned and best practices that could be utilized for future projects.
Why Approve Closure?
By approving the closure of a project, a PgMP professional can ensure that the delivered project aligns with the project scope as defined in the project charter and the project management plan. It also acts as an official acknowledgement that the project has been completed and has delivered the required outcomes.
Process of Approving Project Closure
- Evaluation: The process begins with an evaluation of the project outcomes against the agreed project scope and project management plan.
- Lessons Learned: The project team should document lessons learned and best practices that emerged during the project.
- Resource Release: All project resources should be released.
- Document Closure: All project documentation should be finalized in consultation with the Project Management Office (PMO).
- Submission for Approval: The closure report should be submitted to the project sponsor and stakeholders for their approval.
- Official Communication: Once approved, an official communication should be sent to all project stakeholders informing them that the project has been formally closed.
Example Scenario
Let’s have a look at a concrete example. Consider a project within a program that was designed to develop a software solution for a client. All the outlined activities have been completed, testing has established that the software meets the client’s requirements, and the product has moved to the production environment.
Having met all the defined deliverables, now comes the project closure phase. A closure report, including lessons learned and best practices documented, is prepared by the project manager. The report also includes confirmation that all project resources have been released.
The closure report is then handed over to the PgMP professional for approval. If the evaluation confirms that the software solution aligns with the functional overview and scope, they sign-off on project closure. This is then followed by official communication to all stakeholders that the project is officially closed.
In conclusion, the process of approving project closure is a pivotal part of the scope of work for a PgMP professional. This stage signifies the end of the project life cycle and is an acknowledgement that the project has met the agreed outcomes as defined in the project charter and project management plan. Therefore, mastering this process is crucial for those pursuing the Program Management Professional (PgMP) certification.
Practice Test
True or False: The closure of constituent projects is approved only if they have completed their defined deliverables.
- True
- False
Answer: True.
Explanation: This is to ensure that the scope of the project is compliant with the functional overview. It’s a part of program management best practices to ensure that all requirements are met before project closure is approved.
The process of approving the closure of constituent projects is known as:
- a) Project Closure
- b) Project Termination
- c) Product Verification
- d) Document Verification
Answer: a) Project Closure
Explanation: The process is known as Project Closure because it involves formalizing acceptance of the project/product and terminating all the activities pertaining to project execution.
True or False: Approving the closure of constituent projects upon completion of defined deliverables is not important in program management.
- True
- False
Answer: False
Explanation: This process is important in program management in order to ensure scope is compliant with the functional overview.
In terms of deliverables, which one is not necessarily true for project closure approval?
- a) All project deliverables must be completed.
- b) All project deliverables must be approved by stakeholders.
- c) All project deliverables must be discarded.
- d) All project deliverables must correspond with project scope.
Answer: c) All project deliverables must be discarded.
Explanation: Project deliverables are the output of the project works and they add value to the project completion, not to be discarded but to be certified and accepted.
Why is it important to ensure that scope is compliant with the functional overview?
- a) To ensure that project deliverables align with project goals.
- b) To avoid time and cost overruns.
- c) To avoid unnecessary project closure approvals.
- d) All of the above
Answer: d) All of the above
Explanation: These factors collectively contribute to project success and hence these are important considerations in approving project closure.
True or False: The approval of project closure signifies the termination of all project activities.
- True
- False
Answer: True
Explanation: Project closure indicates the termination of all project activities after acceptance and completion of all defined deliverables for that project.
The approval of a project closure is decided by:
- a) The project team
- b) The stakeholders
- c) The project manager
- d) All of the above
Answer: d) All of the above
Explanation: The project closure requires collaboration from all parties: the team, stakeholders, and the project manager, to confirm that all project objectives have been met.
True or False: The functional overview is solely dependent on the deliverables of a project.
- True
- False
Answer: False
Explanation: While the deliverables are an important aspect, the functional overview also includes aspects like project scope, requirements, and objectives.
Who plays a major role in ensuring that the scope is compliant with the functional overview?
- a) Stakeholders
- b) Project manager
- c) Project team
- d) Clients
Answer: b) Project manager
Explanation: The project manager is primarily responsible for ensuring project scope is compliant with the functional overview as part of their oversight duties.
True or False: Approve closure of constituent projects can be done even before the completion of defined deliverables.
- True
- False
Answer: False
Explanation: It is part of best practice in program management that only after completion of defined deliverables, the closure of the project is approved.
Interview Questions
What does the term “constituent project” refer to in program management?
A constituent project refers to an individual project within a larger program or portfolio, contributing to the overall objectives and deliverables of the program.
Why is it important to approve the closure of constituent projects upon completion of defined deliverables?
Approving the closure of constituent projects ensures that all deliverables have been met according to the plan and the project has been completed successfully. Also, it signifies the official end of all project activities which is important for resource reallocation, cost control, learning, and documentation.
What does it mean for a project scope to be compliant with the functional overview?
This means the project’s scope aligns with the outlined function or purpose of the project, which was defined at the beginning of the program.
What steps should a PgMP take to ensure the scope is compliant with the functional overview?
The PgMP should continually review and monitor the project activities to ensure they are aligned with the project’s objectives and goals. This includes checking that deliverables are as per the defined scope throughout the project lifecycle.
How does the closure of a constituent project affect the overall program?
The closure of a constituent project means that one part of the program has been completed. However, the overall program continues until all constituent projects have been completed and the overall program deliverables have been achieved.
What is the process of closing a project in program management?
The process includes verifying and documenting the project’s output, success, issues, lessons learned and overall project performance. Finally, it includes formal acceptance and approval of project closure by the project sponsor or stakeholders.
Is it possible to close a constituted project if not all deliverables have been completed?
Generally, a project should not be closed until all defined deliverables have been met. However, in exceptional cases, a project may be closed early if it is no longer feasible or beneficial to the overall program.
What is a functional overview in relation to a project’s scope?
A functional overview of a project’s scope defines what the project will do, that is, the functions, operations, or tasks it will carry out in order to deliver specific outcomes.
What are the potential problems if a project is not officially closed?
Not officially closing a project can lead to continued expenditure of resources, unresolved risks, missed learning opportunities, and stakeholders perceiving the project as incomplete.
Who is responsible for most project closure activities in a program environment?
In a program management environment, the PgMP or project manager is generally responsible for initiating and overseeing most project closure activities.
What is the significance of defined deliverables in project closure?
Defined deliverables provide a clear indicator of project completion. They help in evaluating if the project has achieved its goals and if it’s ready for closure.
Who approves the closure of a constituent project?
Typically, the project sponsor or higher authority such as the program manager or a steering committee approves the closure of a constituent project.
Can the closure of a constituent project occur even if the overall program is incomplete?
Yes, individual projects within a program can reach completion and be closed, while the overall program continues with the remaining projects.
Why should a PgMP monitor project activities during the program lifecycle?
A PgMP monitors project activities to ensure they align with the project’s and overall program’s objectives, goals, scope, and deliverables.
What happens if a constituent project does not comply with the functional overview?
If a constituent project does not comply with the functional overview, it may need to be realigned, or in extreme cases, it might be terminated, depending on its impact on the overall program objectives.
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