4.0 Closeout

Project Closeout: There are a few steps to complete the project documentation closeout.

• Project Acceptance form. A document signed by Operations (Director) that the project is accepted. This document also list all deficiencies remaining and who is responsible to complete them.
• Lessons Learned meeting. A meeting with Operations and the stakeholders of the project to discuss what went right and what could be improved. The lessons learned template is filled out in the meeting - this form needs to be attached to the Post Construction Report.
• Design Drawings Archive. All the drawings, manuals or any relevant technical documentation developed for the project need to be archived in Meridian. The PM needs to request upload of all that information from the Drafting Department.
• Post Construction Report. This is a report that captures the history of the project. The PM will fill out the Post Construction Report template. It contains a brief description of the project scope of work, actual schedule, project org chart detailing contractors and their scope of work, and a statement of all the costs/expenses and the comparison to the approved budget. In this last point, a quick comment explaining why the project was under/over budget is required. This lessons learned form and Project acceptance form will be attached to this document.
• CMMS updates. All the assets' descriptions and manuals need to be updated in the CMMS system. Leah Plett is responsible to input that documentation but PM must discuss the changes with her and send her the proper information. Also in this step, all the assets that are not longer in place need to be removed from the system.
• iManage upload. All the project documentation captured through the life of the project, such as design in PDFs, invoices, contracts in PDF, COs, Contractor pre start documentation, Safety Documentation such as PSP and PSRA, PRFs, Project Charters, Drawings, Daily Reports, Post Construction Reports, Lessons Learned forms, Project Acceptance reports, etc. must be uploaded to iManage in the correct project folder (ie. Capital Contract - PROJECTNUMBER - Project Name workspace).

• Financial Closeout: After all the expenses are captured in the project cost center, and all the project closeout documents are completed, the following documents need to be done:
  • Closeout form. This is requested from Finance. They prepare the form and hand it over to the PM to complete highlighted sections.
  • ATA Form. If an asset is disposed, an ATA form in K2 needs to be completed identifying the assets disposed.