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

Close out document for asset, other government department and tenant service projects (DOC, 121KB)

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.

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. (This table is only for example and contains no data. A dot means the document is required.)

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 Ultra lite (UL)Footnote 3 F UL F 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 Treasury Board (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 Lessons-learned log • • • • • •   A_NPMS\05_Identification Close Out\Lessons Learned Documents
PM Lessons-learned report (required for projects with PCRA level 3 or higher, or for OGD projects over $10M) •   •   •     A_NPMS\05_Identification Close Out\Lessons Learned Documents
PM Approved close out document (COD) • • • • • •   A_NPMS\08_Delivery Close Out\close out document approval (CODA)

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 required or not for NPMS full or ultra lite, whether they are completed or not, and where the documents are located. (This table is only for example and contains no data. A dot means the document is required.)

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 UL F UL F 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 Risk management plan (project risk assessment, risk register, monitoring record) • • • • • •   A_ NPMS\09_ NPMS Supporting Documents\Risk Management Plan
PM Project master schedule • • • • • •   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
(required for EA beyond the design phase, and to obtain amended PA if required; SSA values required for OGD and Tenant Service projects) 		• • • • • •   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

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 ultra lite: Senior project manager) – Date

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. (This table is only for example and contains no data. A dot means the document is required.)

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 UL F UL F 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

Date modified: