The Additional Closure Activities in Close Project or Phase

PMBOK v8 Definition

The Close Project or Phase process involves finalizing all activities related to both successful and unsuccessful projects, phases, releases, iterations, or contracts. This process belongs to the Closing Process Group and the Project Integration Management Knowledge Area. The following additional closure activities should be performed in this process: collect and audit project or phase records, assess project success or failure, manage knowledge sharing and transfer, identify and document lessons learned, archive project information for future organizational use, transfer project products, services, or results to the next phase or into production/operations, collect suggestions for improving or updating organizational policies and procedures and forward them to the appropriate unit, and measure stakeholder satisfaction.

Why It Matters for the Exam

The additional closure activities are frequently tested because exam questions often focus on distinguishing between the Close Project or Phase process and other processes like Monitor and Control Project Work. You will see these activities in situational questions where you must identify what the project manager should do during project closure, particularly in scenarios involving unsuccessful projects, disputed deliverables, or knowledge transfer requirements.

Key Points to Remember (for the exam)

• Eight Essential Activities: Memorize all eight additional closure activities—collect and audit records, assess success/failure, manage knowledge sharing, identify lessons learned, archive information, transfer products/services/results, collect policy improvement suggestions, and measure stakeholder satisfaction.

• Contractual Closure Activities: Six activities must be verified for contracts: confirm formal acceptance of external work, finalize open claims/guarantees/warranties, update records for final results, ensure all invoices are paid, archive information for future use, and resolve disputes or refer to dispute board.

• Exit Criteria Activities: Eight activities must satisfy exit criteria: ensure documents/deliverables updated and issues resolved, ensure measurable value delivered with maintenance plan, confirm deliverable acceptance, verify all costs charged, close project accounts, reassign/release personnel, address excess materials, and reallocate/release facilities/equipment/resources.

• Common Confusion: Do not confuse "assess project success or failure" (closure activity) with "performance reporting" (Monitoring and Controlling). Closure assesses the overall project outcome, not ongoing performance.

• Knowledge Management: "Manage knowledge sharing and transfer" and "identify and document lessons learned" are two separate closure activities—both are required, not optional.

• Archiving: "Archive project information for future organizational use" includes both successful and unsuccessful project information.

Typical PMI Exam Example

A project was terminated due to budget constraints. The project manager is closing the project. Which additional closure activity should be performed? The correct answer is to assess project success or failure, because this activity applies to both successful and unsuccessful projects. The project manager must also archive project information for future organizational use.

PMI Exam Traps

• Trap: Thinking lessons learned are only documented at the end of the project.

• Reality: Lessons learned are identified and documented during the Close Project or Phase process, but they should also be captured throughout the project life cycle.

• Trap: Confusing "measure stakeholder satisfaction" with "manage stakeholder engagement."

• Reality: Measuring satisfaction is a closure activity; managing engagement occurs throughout the project in the Executing Process Group.

• Trap: Believing that transferring products to operations is optional if the project is unsuccessful.

• Reality: Transferring project products, services, or results to the next phase or into production/operations applies to all projects, regardless of success status.

• Trap: Assuming that dispute resolution must be completed by the project manager.

• Reality: The project manager may resolve disputes or refer them to the dispute board—both options are valid closure activities.

Important PMI Connections

Quick Review Questions

1. A project has been completed successfully. The project manager needs to perform additional closure activities. Which activity involves collecting suggestions for improving organizational policies and procedures?

2. During contract closure, a dispute arises between the project team and the external supplier. What are the two acceptable options for the project manager according to the Close Project or Phase process?

3. A project was terminated before completion. Which additional closure activities must still be performed? List at least four.

4. What is the difference between "manage knowledge sharing and transfer" and "identify and document lessons learned" in the context of additional closure activities?

5. A project manager is closing a phase and needs to satisfy exit criteria. Which activity involves ensuring that the measurable project value was delivered and that there is a plan to maintain this value?

PMBOK v8 Reference

Section 2.1.6.9 - Close Project or Phase