Formal Project Closure with Success Evaluation
Complete closure process with performance assessment, formal acceptance, and team demobilization.
Conduct formal project closure with objective success evaluation, documented client/sponsor acceptance, planned resource demobilization, and complete administrative closure.
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Prompt objective
Conduct formal project closure with objective success evaluation, documented client/sponsor acceptance, planned resource demobilization, and complete administrative closure.
Real use case
The advertising agency CriaBrasil completed a 6-month integrated campaign for client MegaMart. The project achieved 85% of KPIs but exceeded budget by 15%. The account director wants to formally close with client acceptance, team evaluation, and financial closure before starting the next contract.
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Prompt
Create a Formal Project Closure Process for: Project: [PROJECT NAME] Client/Sponsor: [NAME] Start date: [DATE] Actual end date: [DATE] Planned end date: [DATE] Planned budget: [AMOUNT] Actual budget: [AMOUNT] Project team: [NUMBER AND NAMES/ROLES] Planned deliverables: [LIST] Delivered deliverables: [LIST — INCLUDING PARTIALS OR UNDELIVERED] Success KPIs defined in charter: [LIST WITH TARGETS] The process must include: **1) Project Success Evaluation:** a) Performance scorecard with 6 dimensions: - Scope: % of deliverables completed as specified - Schedule: schedule variance (final SV and SPI) - Cost: cost variance (final CV and CPI) - Quality: escaped defects, client satisfaction - Stakeholder satisfaction: NPS survey with 5 questions - Benefits: % of business case benefits already realized b) Overall classification: Exceptional / Successful / Partial / Failed c) Comparative analysis: planned vs. actual for each dimension d) Success factors and failure factors (top 3 each) **2) Formal Acceptance:** a) Acceptance document with: - Deliverables list with status (accepted, accepted with reservations, rejected) - Punch list with deadline and owner - Post-project warranty and support (period and conditions) - Client/sponsor signature b) Protocol for rejected or conditional deliverables **3) Administrative Closure:** a) Financial: - Final cost report (planned vs. actual by category) - Outstanding payments to suppliers - Release of unused contingency reserves - Billable hours reconciliation b) Contracts: - Formal contract closure with suppliers - Asset returns (equipment, licenses, access credentials) - Remaining contractual obligations c) Documentation: - Project document archiving (where and how) - Update of organizational process assets - Lessons learned database update **4) Team Demobilization:** a) Individual performance evaluation (simplified 360 feedback) b) Formal recognition (certificate, mention, celebration) c) Reallocation plan for next projects d) decompression session (team emotional check-in) **5) Closure Communication:** a) Closure email to all stakeholders b) Results presentation for leadership (10 slides) c) Case study for company portfolio (if positive result) Format: complete process with acceptance templates, scorecard, financial report, and closure communication templates.
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