Close out document for asset, other government department and tenant service projects

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Close out document for asset, other government department and tenant service projects - Word version (128KB)
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The purpose of this document is to mark the completion of the project by confirming that essential deliverables, documents and other project closure activities have been completed and lessons learned identified.

Note: This table is only for example and contains no data.

Table Summary

This table lists the required National Project Management System (NPMS) deliverables at the Delivery Close Out of asset crown-owned, other government department (OGD) and tenant service projects, whether they are required or not for NPMS Full, Lite or Ultra Lite, when and by who they were approved, and where the documents are located.

National Project Management System (NPMS) deliverable documents required at the delivery close out
Responsibility NPMS deliverable documentsFootnote 1 Project execution stream requirements Approved by / date Electronic project filing structure (EPFS) document location
(Note: delete file reference and indicate file location if different from EPFS location)
Asset crown - ownedFootnote * Other government services (OGD) Footnote ** Tenant serviceFootnote **
Full(F)Footnote 2 Lite(L)Footnote 3 Ultra Lite(UL)Footnote 4 F L UL F L UL
Project Leader (PL) Approved Simplified Statement of Requirements (S-SOR)               A_NPMS\01_Definition\Statement of Requirements Approval
Project Manager (PM) Signed Project Charter (PC)             A_NPMS\06_Planning\OGD Project Charter Approval
PM Specific Service Agreement (SSA)         F_CLIENTS\01_Agreement\SSA
PM Approved Project Management Plan (PMP)               A_NPMS\06_Planning\Project Management Plan Approval
PM Approved Simplified Project Management Plan (S-PMP)               A_NPMS\06_Planning\Project Management Plan Approval
PL Approved Long Form Investment Analysis Report (LF-IAR)
(and TB Submission if required)
                  A_NPMS\07_Design\IAR Signed (EA)
A_NPMS\07_Design\TB Submission (EA)
PL Approved Short Form Investment Analysis Report (SF-IAR)
(when an amended SF-IAR Project Approval (PA) / Expenditure Authority (EA) submission is not required to be sought, an Approval Document (AD) is required to be provided)
                  A_NPMS\07_Design\IAR Signed (EA)
PM Approval Document (AD)
(documented evidence of Project Leader acceptance of Design Development drawings and substantive construction cost estimate)
            A_NPMS\07_Design
PM Product Turn Over (PTO)
(signed Certificate of Substantial Performance (Interim))
  C_CONSTRUCTION\Contract X\16_Certificate Substantial Performance\Signed Cert Subst Perf (S34)
PM Approved Close Out Document (COD)         A_NPMS\08_Delivery Close Out\Close Out Document Approval (CODA)

Note: This table is only for example and contains no data.

Table Summary

This table lists the required supporting documents at the Delivery Close Out of asset crown-owned, other government department (OGD) and tenant service projects, whether they are completed or not, and where the documents are located.

NPMS support documents required at the delivery close out
Responsibility NPMS support documents Project execution stream requirements Completed
(Yes / No / Not applicable)
Electronic project filing structure (EPFS) document location
(Note: delete file reference and indicate file location if different from EPFS location)
Asset Crown - Owned Footnote * OGD Footnote ** Tenant Service Footnote **
F L UL F L UL F L UL
PL Signed Identification Close Out Document (ICOD)                 A_ NPMS\05_Identification Close Out\Identification Close Out Document (ICOD)
PM Environmental Compliance Management Program (ECMP) Checklist   I_SPECIALIZED AREAS\Environmental Requirements\ECMP Checklist
PM Preliminary Identification of Env. Services Required (PIESR)   I_SPECIALIZED AREAS\Environmental Requirements\PIESR
PM Commissioning Assessment Form         C_CONSTRUCTION\Contract X\14_Deliverables\Commissioning Docs
PM Project Risk Management Plan                 A_ NPMS\09_ NPMS Supporting Documents\Risk Management Plan
PM Consultant Risk Management Plan               A_ NPMS\09_ NPMS Supporting Documents\Risk Management Plan
PM Construction Risk Management Plan               A_ NPMS\09_ NPMS Supporting Documents\Risk Management Plan
PM Final Project Schedule (e.g. Gantt Chart - may be included in PMP or S-PMP)         H_PROJECT MONITORING\01_Project Time Scope Budget\Schedule
PM Project Review Advisory Committee (PRAC) Minutes               A_ NPMS\09_ NPMS Supporting Documents\PRAC
PL Revised Project Complexity and Risk Assessment (PCRA) (if required to be revised)                     A_ NPMS\09_ NPMS Supporting Documents \PCRA
PM Substantive Cost Estimate
(or SSA values for OGD and Tenant Service projects; required to obtain amended Project Approval / Expenditure Authority)
  H_PROJECT MONITORING\01_Project Time Scope Budget\Budget
PM Construction Change Order Log   C_CONSTRUCTION\Contract X\06_Change Orders\Change Order Log
PM As-Built Documentation and O&M Manuals   C_CONSTRUCTION\Contract X\14_Deliverables\As-built Drawing
C_CONSTRUCTION\Contract X\14_Deliverables\O and M Manuals
PM OGD Client Acceptance Letter         A_ NPMS\08_Delivery Close Out
PM Completed SIGMA Performance Indicators
(for schedule, cost, scope)
              Not Applicable
PM Consultant Performance Evaluation Report Form (CPERF)   B_SERVICES\Service Contract X\07_Contract Close out\CPERF
PM Contractor Performance Evaluation Report Form (CPERF)   C_CONSTRUCTION\Contract X\19_Contract Close out\CPERF
PM Commissioning Report (if required)   C_CONSTRUCTION\Contract X \14_Deliverables\Commissioning Docs
PM Functional/Technical Program (if required)         F_CLIENTS\01_Agreement\Functional Program
PM Signed Certificate of Completion (Final)
(Note: Completion of this document and the required NPMS project execution stream deliverable and support documents identified above, constitute NPMS Project Delivery Close Out.)
  C_CONSTRUCTION\Contract X\17_Certificate Completion

Lessons learned documented

Note: Should more space be required, additional pages can be annexed to this document. For Lessons Learned requirements, reference the NPMS Directive on Lessons Learned for Real Property Projects

Prepared by:
Signature:
Please print:
Name:
Title (role of Project Manager):
Date:

Agreed by:
Signature:
Please print:
Name:
Title (role of Project Leader):
Date:

Approved by:
Signature:
Please print:
Name:
Title (For NPMS Full: role of Project Director / Regional Manager Project Management; For NPMS Lite: Senior Project Manager):
Date:
Comprehensive review completed (Y/N):

Note: This table is only for example and contains no data.

Table Summary

This table lists the post project delivery close out activities of asset crown-owned, other government department (OGD) and tenant service projects, whether they are completed or not, and where the documents are located.

Post project delivery close out activities
Responsibility Post project delivery close out activities

Project execution stream requirements Completed
(Yes / No / Not applicable )
Electronic project filing structure (EPFS) document location
(Note: delete file reference and indicate file location if different from EPFS location)
Asset crown - owned Footnote * OGD Footnote ** Tenant service Footnote **
F L UL F L UL F L UL
PM Completed Warranty Files (if applicable)   C_CONSTRUCTION\Contract X\14_Deliverables\Warranties
PM Completed Contract Files   B_SERVICES\Service Contract X \01_Consultant Contract\Contract Docs\Signed Contract (S32)
C_CONSTRUCTION\Contract X \01_Contract\Contract Docs\Signed Contract (S32)
E_GOODS\Goods Contract X \01_Supplier Agreement\Contract Docs\Signed Contract (S32)
PM Project Closed Out in SIGMA   Not applicable

Prepared by
Signature:

Please print
Name:
Title (role of Project Leader):
Date: