CONTENTS

 

1. Policy 2

 

2. Objectives 2

 

3. Scope 2

 

4. Project Close Down ‘Aide Memoire’ 3

 

5. Project Statistics Data File 3

 

6. Close Out Report 4

 

7. Archiving 4

 

Appendices

 

A Project Close Out Report Format 6

 

B Project Statistics Data File 11

 

C Project Close Out for Smaller Projects 27

POLICY

 

A key task for a Project Manager is to close down the project he is responsible for in an orderly and controlled manner. He shall ensure that all the Contract aobligations have been fully and properly dischand.

 

The important points are:

 

• Make sure that all the Contract requirements have been fulfilled and fully documented and all Completion Certificates have been obtained and properly filed.

 

• Implement a reliable system to monitor and control extended warranties and guarantees.

 

• Verify that all commercial items outstanding, including bonds, claims, retention monies between Client  and between Contractors and Sub-contractors have been settled. Where this is not the case, outstanding items should be properly documented and a plan of action formulated to close the particular items out as soon as possible.

 

• Collate and assemble data for bench marking and as a reference for proposals, capital and operating cost estimates and other project work.

 

• Prepare a project close out report, archive and store pertinent data and information.

 

• Prepare and circulate a concise ‘Lessons Learnt and Recommendations’ report

 

The purpose of this document is to provide a guide to the Project Team to accomplish these tasks and should be read in conjunction with the following:

 

• Project Close Out and Archiving..
•  Plant Acceptance and Demobilisation.
•  Contract Liabilities and Receipts.
•  Lessons Learnt
•  Archiving

 

In the event of conflict the route maps have precedence.

 

2 OBJECTIVES

 

• To provide a guide for the principal actions required for closing down a project.

 

• To define the format for the collation and presentation of the statistical data so that it is in a suitable form for measuring comparative performance, bench marking and to assist with future proposal work.

 

• To define the format and contents of the Close Out Report.

3 SCOPE

 

The procedure applies to all contracts, including studies in excess of 10,000 hours of effort.

In the case of projects under 10,000 hours, the requirements to clear all outstanding commercial and contract items referred to in this procedure (refer to section 4) still apply. It is also a requirement to produce a report (format in Appendix C) instead of a close out report.

 

The Project Manager should plan to start the preparation of the project close down in advance of demobilisation to permit the key project team members to contribute to the reports, data analysis and ‘lessons learnt and recommendations’.

 

There are two documents for projects over 10,000 hours of  effort:

• Close-out Report Format (Appendix A)

• Statistics Data File (Appendix B)

 

For projects less than 10,000 hours:

• Close Out Report Format (Appendix C)