ANTON JORDAAN: The goal of project management

is to ensure that the project is delivered to the buyer

and the project outcomes accepted.
In doing so, the buyer agrees that the quality specifications
have been met.
Projects are based on results, so the project manager
must ensure that outcomes have been achieved and delivered.
A key step here would be to update the project
plan with the actual outcomes from the final stage
together with confirmation that the project has been accepted.
Bear in mind that project handover
can be undertaken in stages or done as a single handover
process at the end.
As the project manager, you are the person
who needs to provide confirmation
that the project can be closed.
It is at this point that stakeholders
will be advised that the project is coming to an end,
and that all outstanding documentation needs to be
submitted for final execution.
So how might Peter go about closing out his office project?
First, he will need to finalise any contracted services,
including any outstanding documentation, warranties,
and other unresolved issues that still need to be completed.
He would communicate pending closure to suppliers
and contractors, such as IT services
and the venues where student interviews were conducted.
Once Peter has confirmed that the work has been delivered
according to the contracts, they can submit final invoices
for settlement.
Second, any documentation, such as drawings, specifications,
manuals, and warranties, should be collated and formally
handed over to Peter's management team and the project
sponsor.
He would also need to include any original documentation that
outlined objectives and success criteria in the handover
process.
Peter would then have the opportunity
to demonstrate the benefits of the project
to key stakeholders.
He would need to articulate how the youth unemployment
policy has been implemented and the opportunities that
have resulted for young people leaving school.
This is the final important step in the management
of stakeholders' expectations.
Once Peter has formally handed the benefits over
to key stakeholders, he would need
to ensure that the project team members are reassigned;
surplus equipment, materials, and supplies disposed of;
and any facilities released.
It is recommended that Peter and his management team
hold a closure meeting to acknowledge
the completion of the project.
Details of such a meeting could include
reviewing the outputs or outcomes; confirming
the arrangements for any follow-up work;
thanking the team, the sponsor, and the stakeholders
for their support; and presenting the completion
report for approval and sign-off.