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And finally… final accounts should be agreed and closed with contractors and suppliers:

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Post Completion

Closing a project is never the most thrilling part of the project process. Having worked hard over the past months or years, now is the time to enjoy your exciting new asset and take advantage of all the new benefits you have invested in.

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However, the phase is critical to ensure that all aspects of the project are wrapped up smoothly, anticipated benefits and improvements are realised, systems and infrastructure are fully integrated and that there is a smooth transition from the project to business-as-usual.

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There are also usually a series of regulatory and compliance activities to complete and certifications to obtain.

Nevertheless, the phase provides an opportunity to look back at your successes and achievements over the course of the project and enjoy the new, improved post-project world.

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1. Handover meeting

Neat Desk

2. Go live

Slice of Cake

3. Final completion

Math and Geometry Tools

4. Lessons learnt

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5. Final accounts

Filing

6. Archive

The Handover and Close Out phase

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The phase will usually commence with a Practical Completion milestone and handover from the main contractor back to the client, owner or occupier. The site will move from a construction site back to an operational space. Keys are handed over, contractors facilities on site are decomissioned and removed.

Handover

The point of handover is the time to complete inspection and snagging* of the works.​

  • Conduct a thorough inspection of the completed project to ensure all work meets the required quality standards and specifications.

  • Prepare a snag list of items to be completed or rectified. This may include new scope that is identified at the point of handover and can be instructed as additional works.

  • Agree timescales for the completion of snags and additional work. It’s important to address any deficiencies promptly to avoid delays in final completion.

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In the period after handover, it’s important to support early operations and ensure the transition period to business-as-usual is as smooth and seamless as possible.

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You should also track post-project performance to ensure anticipated benefits and improvements are realised, and systems and infrastructure are fully integrated.

 

*Snagging – Snagging is the process of identifying and rectifying any defects, imperfections, or incomplete work at the end of a project. Snags are recorded and agreed on a snag-list. It is often beneficial to complete snagging progressively through the project. This will avoid the risk of a very long list of snags at the end of the project and also give the contractor a clear understanding of required quality expectations along the way.

Final Completion

Once snags, defects, incomplete work and additonal works are complete, the project goes through final completion step. This is also the point by which project documentation should be complete and handed over:

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  • As-built drawings (capturing any changes from the original design)

  • Warranties

  • Operational and Maintenance manuals and schedules

  • Operational and Maintenance training

  • Evidence and certification of testing and commissioning (particularly applicable to electrical, mechanical and data systems).

  • Regulatory and compliance documentation (this may include building control sign off, landlord approvals, third party sign off, close out of planning conditions)

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Depending on the project, you may also agree a defects liability or warranty period for equipment and services on the project. It’s important to clearly define the duration of the defects liability period and ensure that both parties understand their respective obligations.

Lessons Learned

The end of the project is also a chance to review the projects (successes, areas for improvement, risks, performance vs budget and programme). This is to formalise and reinforce the experiences of the project for use in the future.​

  • Solicit feedback from the stakeholders and project team to assess overall satisfaction with the project delivery process and outcomes.

  • Analyse project performance against key metrics such as budget, schedule, safety and quality.

  • Use insights gained from the post-completion evaluation to inform and improve performance on future projects.

Final Accounts

  • Agree final accounts detailing all costs incurred throughout the project, including variations and additional works.

  • Review and reconcile any outstanding payments or claims to ensure that all financial matters and contractual obligations are resolved before project closure.

  • Agree payment dates for any monies retained, and the conditions for release of retention

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The handover and close out phase represents the final stage in the project process, where careful attention to detail and effective communication are essential for ensuring successful project handover, achieving a smooth transition to operation, and delivering lasting value. But don’t forget, it’s also an opportunity to take a breath, look back at your successes and achievements over the course of the project and enjoy the new, improved post-project world.

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