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Closeout Checklist

The Project Closeout Checklist should begin to take shape as early as project kickoff, when clear definition of the intended goals and benefits of the project are being reviewed and agreed upon. However, work on project closeout can and should begin at the time of UAT Exit. While not all project closeout steps are required or even apply to a given project, even those that are indicated as "optional/as applicable" should be carefully reviewed.

Checklist

Step 1: Verify Scope

  • Review all test data against the approved specification
  • Identify and resolve any discrepancies
  • Validate all supporting documents
  • Verify all deliverables are available
  • Assess customer satisfaction

Step 2: Closeout Meeting

Hold a project closeout and production support hand-off meeting (this assumes a Support Plan has already been created and approved) 2 - 3 weeks after go-live, once the production environment has been deemed stable. Outline the production support model, roles/responsibilities, etc.

Step 3: Project History Documentation

Complete the project history documentation in Google Shared drives.

  • Document planned vs. actual schedule duration and include data on past similar completed projects
  • Document planned vs. actual labor costs and include past data
  • Document all approved changes to the project plan (usually a decision in the Project Tracker)
  • Document all meeting minutes
  • Ensure all action items, issues, decisions, and risks are documented and closed out in the Project Tracker
  • Document all subcontractor performance
  • Document customer satisfaction records

Step 4: Smartsheet Project Plan

Closeout the Smartsheet project plan; for more information, see the detailed instructions. After all post go-live work is completed and no further activity is to be recorded on the project, ensure the following closeout steps are performed on the Smartsheet project plan:

  • Update your project plan to indicate it is complete
  • Update the "Project Info" row of your project plan
  • Move your sheet to the PMO Archives

Step 5: Off-board AS Tools

  • Submit a task in the "ASTools" JIRA project requesting closeout/off-board of the following tools for the project:
    • Unanet (keep your Unanet project open for charging time as long as it will be required, usually 1 - 2 months post go-live)
    • Confluence
    • JIRA
    • Box
    • Zephyr
  • Project JIRA queues should not "live on" indefinitely; this is a bad practice. For JIRA, there is an Archived Projects Permission Scheme for closed projects so that all the users don't have to be individually switched to read-only role. Also, once the project is archived and project permissions updated, a bulk move of open tickets to the appropriate maintenance projects in JIRA is performed.
  • Close open support tasks in JIRA and open incidents or requests in ServiceNow as appropriate.
  • Once the preceding two steps are completed, there should be no more open tickets in the project JIRA queue.

Step 6: Off-boarding Staff

Off-board contractors and consultants using the AS Off-boarding Personnel Processes, ensuring all off-boarding steps are followed.

Step 7: Project Retrospective

Initiate the Project Retrospective by submitting a task in the "ASTools" JIRA project requesting one for the project.

Step 8: Go-Live Celebration

Plan a go-live celebration. This is a good idea for almost all projects and a great opportunity for the team to relax and celebrate the hard work they've done to bring the project to fruition. Charge costs for these celebrations to the project PTA and/or morale in the appropriate UIT AVP's PTA, depending on the situation. Consult with Shared Services Finance on the correct PTA(s) to use. Keep expenses reasonable, especially alcohol.

  • Involve everyone on the project
  • Gather outside the working environment if budget permits
  • Recognize outstanding performers
  • Express appreciation to all project participants