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                        PgMP Certification: Executing Process Group

                        Program Closure Process Group

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                        This tutorial covers the process group of closing the program. This is similar to project closure; however the scope increases as program covers the included projects. It stands for completing the program by obtaining a formal acceptance of the program outcome.

                        1. The processes in the Program Closure process group along with major output and knowledge area are included below:

                          Processes in Program Closure process group

                          Program Closing Process Major Output Knowledge Area
                          Close Program Certificate of program completion Integration Management
                          Component Closure Certificate of component completion Integration Management
                          Contract Closure Certificate of contract completion Procurement Management

                        2. The main activities involved in the program closure process are putting together the closure documents, and reviewing them with the program sponsor, the customer, or both to obtain their acceptance to the program outcome. The inputs and outputs of program closure process with tools and techniques are given the table below:

                          ITTO in Program Closure process group

                          Input Tools and Techniques Output
                          Approved Deliverable Management Information System Certificated of program completion
                          Program Management Plan Performance Reporting Tools and Techniques Closure report
                          Program Scope Statement Post Review Meeting Final Performance Review
                          Program Scope Statement Post Review Meeting Final Performance Review
                          Product Description Expert Judgment Updates to personnel records
                          Status Reports Program archives
                          Lessons Learned Lessons Learned

                        3. Certificate of Program Completion is the documentation on formal acceptance of the program completion. This verifies the signoffs from the sponsor or the customer or both.

                        4. Closure Report contains the documentation on closure of included projects and non-project activities included in the program. This includes the signoff documents along with the findings of verification of deliverables against the requirement and also the Lessons learned documentation.

                        5. Final Performance Report reports the success and failures of the projects as reviewed by the program team and aims at obtaining the formal acceptance of the program outcome. It should contain the following:
                          • Overall consolidated performance analysis results including program metrics
                          • Performance of the program in different aspect of the program: cost, scope, schedule, quality and risk
                          • Summary of performance analysis during the lifecycle of the program and the trends identified
                          • A summary of achieved results with respect to the goals and objectives of the organization

                        6. Post Review Meeting is conducted by the stakeholders and must cover the following:
                          • Present the program performance report.
                          • Obtain feedback
                          • Discuss and capture lessons learned.

                        7. Closure Report consists of the closure documents of the constituent projects and non-project activities included in the program. Signoff from the program sponsor, the customer or both is a requirement on the report.

                        8. Final Performance Review includes the review within the program team and the review to obtain the acceptance of the program outcome.

                        9. Updates to Personnel Records are done after releasing the team members.

                        10. Lessons learned are compiled during the program review at the time of closure. It includes both positives and negatives. The purpose is to support program and organizational improvements in the future. These are archived in the PMIS.
                        11. Component closure is a process used to close a component or to oversee the closure of a component of a program. The inputs, tools and techniques and outputs are given in the table below:

                          ITTO in Component Closure process group

                          Input Tools and Techniques Output
                          Termination request Management Information System Certificate of Program completion
                          Cost Control Meetings Communication Messages
                          Lessons Learned Expert Judgment Updates to resource availability
                          Project and Program archives

                        12. 12. Contract Closure is a process used to close the program contracts according to the contract terms and conditions. The inputs, tools and techniques and outputs are given in the table below:

                          ITTO in Contract Closure process group

                          Input Tools and Techniques Output
                          Termination notices Procurement audits Certificate of contract completion
                          Delivery notices Records Management System Contract termination documentation
                          Contract performance records
                          Acceptance Records

                        13. Termination Notice: If a contract or a component of a program (a project), is being terminated prematurely, a termination notice is an important input to closing the contract. Procurement audits help in ensuring that the lessons learned from this audit can be applied to other procurements. Records Management System is a part of the program management information system that may be used for management of contract documentation.

                        14. Contract termination documentation may include: Contract, Progress reports, financial records including invoices and payments, Work performed and not performed, Circumstances that led to contract termination if the contract is not completed.

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