In this lesson, we'll discuss how a project manager organizes and facilitates the approval to close a project. Specifically you will focus on:
When a project is ready to close, the project manager will set up the final approval meeting. Depending on the organization, this may also be handled through a more informal sign-off procedure.
Sign-off approval can occur when the following requirements are met:
The project manager determines that the project is ready to close, meaning:
All contracts, including those with vendors, consultants, or materials agreements are closed out.
All required documentation is completed as defined by the project governance.
Once these criteria have been met, the project manager can arrange the approval meeting if needed. This meeting will include the project sponsor, any key stakeholders with sign-off authority, and any operation members taking over the project’s deliverables. Sign-offs will be needed from each group.
The project manager should prepare the meeting agenda and distribute it to all attendees. During the meeting, the project manager will explain:
If all goes according to plan, the meeting will conclude with a sign-off for the project.
Here is an example of a project approval. Note that a formal project sign-off should include a signature from each stakeholder with sign-off authority.
If approval is not received, then the project manager should schedule a new meeting after organizing any changes to the project, or obtaining the documentation necessary to receive approval.
Upon project approval, the project manager can close the project using the following steps:
We'll cover these steps in more detail in other lessons.
Think about a project you would like to complete. Imagine you are the manager for this project, and ask yourself the following questions:
In this lesson, you learned the criteria needed for project approval, and that the project manager needs to arrange the project approval meeting. You now understand how to obtain sign-off on the project.
Source: This work adapted from Sophia Author Jeff Carroll.