<!--  LLM INSTRUCTIONS: Fill in the [ Add details... ] placeholders based on project context.

Project closeout involves documenting the final project performance as compared to the project objectives. The objectives from the project charter are reviewed and evidence of meeting them is documented. If an objective was not met, or if there is a variance, that is documented as well. In addition, information from the procurement closeout is documented.

This form supports process 4.7 Close Project or Phase in the PMBOK Guide - Sixth Edition.

Writing guidance:
*   This is the document the organization reads after the project team has been released, so write it for a reader who was not on the project. Do not assume context that is not written down.
*   Record objectives that were not met, and variances that were not in favour. A closeout that reports only successes is the one artifact the organization is most likely to over-trust.
*   Give the source of every piece of evidence, not the conclusion drawn from it. "Verified by test report TR-114" can be followed up; "verified" cannot.
*   Where something remained open at closure, name it and name who now owns it. An item transferred without a named recipient has not actually been transferred, and will be lost.
*   Cross-reference the product acceptance form, the lessons learned summary, and the contract closeout report rather than restating them, so that the records cannot drift apart.
*   A section that did not apply should say so in one line. Do not delete the section and do not pad it; a reader needs to know it was considered and found empty.

Alignment: this closeout should be aligned and consistent with the project management plan (all components), the product acceptance, and the lessons learned summary.

Tailoring Notes:
*   When working with an incremental life cycle or agile development method, the delivery of a major end item, service, or capability may benefit from a formal phase closeout report.
*   For projects that are part of a program, tailor the content to meet the needs of the program.
*   Use the information from your project to determine the best approach.

Section Instructions:
*   **Project Description:** Provide a summary-level description of the project or phase.
*   **Performance Summary:** For Scope and for Quality, state the objectives, the completion criteria that decide whether they were met, and the evidence that they were met. Take the objectives from the approved plan, not from recollection.
*   **Variances:** For Time and for Cost, state the objective, the final outcome, the variance, and its reason.
*   **Benefits Management:** Describe how the final product, service, or result achieved the benefits the project was undertaken to address.
*   **Business Needs:** Describe how the final product, service, or result achieved the business needs identified in the business plan.
*   **Risks and Issues:** Summarize any significant risks or issues, or the overall risk exposure, the response and resolution, and what remains open.
*   **Procurement Closeout:** Document the information from the procurement closeout.
-->

<h3 dir="ltr" align="right">{{Company_Name}}</h3>
<h2 dir="ltr" align="right">{{Project_Name}} - {{Project_ID}}</h2>
<h1 dir="ltr" align="center">PROJECT OR PHASE CLOSEOUT</h1>

| **Date Prepared:** {{Current_Date}} | **Project Manager:** {{Project_Manager_Name}} | **Prepared By:** {{Prepared_By}} |
| :--- | :--- | :--- |  

---

## 1. Project Description
<!--
- **Description:** Provide a summary-level description of the project or phase: what it was, its purpose, and its boundaries. Keep it to a summary, and point to the project charter for detail.
-->

**Description:**

[ Add details... ]

---

## 2. Benefits Management
<!--
- **How Benefits Were Achieved:** Describe how the final product, service, or result achieved the benefits the project was undertaken to address. Identify the benefit and the evidence that it was realised, distinguishing a benefit that was realised from one that is still only expected.
- **Benefits Realisation Status:** The current realisation status of each benefit, and who owns tracking it after the project team has been released. A benefit with no owner at closure is a benefit that will not be measured.
-->

**How Benefits Were Achieved:**

[ Add details... ]

**Benefits Realisation Status:**

[ Add details... ]

---

## 3. Business Needs
<!--
- **How Business Needs Were Met:** Describe how the final product, service, or result achieved the business needs identified in the business plan.
- **Needs Not Met:** Any business need that was not met, and what happens next now that the project is closed. A need left unstated here will be assumed met by whoever inherits the product.
-->

**How Business Needs Were Met:**

[ Add details... ]

**Needs Not Met:**

[ Add details... ]

---

## 4. Performance Summary
<!-- Scope and Quality as rows, against Objectives, Completion Criteria, and How Met as columns. The three columns answer three different questions, and each is easy to confuse with the other two: the objective is what was set, the completion criteria are the test that decides whether it was met, and How Met is the evidence that the test was passed. Write the criteria so that each can be answered yes or no, and give the source of the evidence rather than the conclusion. For Quality, cross-reference the product acceptance form instead of restating it. Add a row per additional area if the project needs one. -->

| Area | Objectives | Completion Criteria | How Met |
| :--- | :--- | :--- | :--- |
| **Scope** | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| **Quality** | [ Add details... ] | [ Add details... ] | [ Add details... ] |

<!-- Column guidance:
- **Objectives:** What the project set out to achieve in this area, taken from the approved plan rather than restated from memory.
- **Completion Criteria:** The specific and measurable test that decides whether the objective was met.
- **How Met:** The evidence that the criteria were met, with its source named.
Row guidance:
- **Scope**
    - *Objectives:* Describe the scope objectives needed to achieve the planned benefits of the project.
    - *Completion Criteria:* Document the specific and measurable criteria needed to complete the scope objectives. State each one so that it can be answered met or not met, and cross-reference the scope baseline.
    - *How Met:* Provide the evidence that the completion criteria were met. Give the source of the evidence, such as the document, test result, or acceptance record, and not only the conclusion drawn from it.
- **Quality**
    - *Objectives:* Describe the quality objectives and criteria needed to achieve the planned benefits of the project.
    - *Completion Criteria:* Document the specific and measurable criteria needed to meet the product and project quality objectives.
    - *How Met:* Enter the verification and validation information from the product acceptance form. Cross-reference that form rather than restating it, so the two records cannot drift apart.
-->

---

## 5. Variances
<!-- Time and Cost as rows, against Objectives, Final Outcome, Variance, and Comments as columns. Give the variance as a number, not a word, and say which way it went. Where the project finished early or under budget, explain why: an unexplained favourable variance hides a planning error just as a delay does, and a reader cannot repeat the favourable outcome if they cannot see what produced it. Use the Comments column for anything still open at closure. Add a row per additional measure if the project tracks one. -->

| Measure | Objectives | Final Outcome | Variance | Comments |
| :--- | :--- | :--- | ---: | :--- |
| **Time** | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |
| **Cost** | [ Add details... ] | [ Add details... ] | [ Add details... ] | [ Add details... ] |

<!-- Column guidance:
- **Objectives:** The approved baseline or plan figure.
- **Final Outcome:** What actually happened at completion.
- **Variance:** The difference, expressed numerically, with its reason.
- **Comments:** What the variance means, and anything still open.
Row guidance:
- **Time**
    - *Objectives:* The planned time objectives: the approved schedule baseline duration and the planned completion date.
    - *Final Outcome:* The actual completion date and the actual duration.
    - *Variance:* The difference between planned and actual, in days or weeks, with the reason. Where the project finished early, say so and explain why, because an unexplained favourable variance hides a planning error just as a delay does.
    - *Comments:* Any consequence of the time variance for the organization, such as a missed market window, and anything still open at closure.
- **Cost**
    - *Objectives:* The approved cost baseline, or the total budget at completion if no baseline applies.
    - *Final Outcome:* The actual total spent at completion, stating whether it includes contingency drawn or reserve released.
    - *Variance:* The difference between planned and actual, in currency and as a percentage, with the reason.
    - *Comments:* Any consequence of the cost variance for the organization, such as a claim or a budget transfer still required, and anything still open.
-->

---

## 6. Risks and Issues
<!-- One row per significant risk or issue. Identify each from the risk or issue register by reference rather than restating it, say what was done and whether it worked, and use the Comments column for anything still open. An unresolved item transferred without a named recipient has not actually been transferred, and is the one most often lost. Add or remove rows as needed. -->

| Risk or Issue | Response and Resolution | Comments |
| :--- | :--- | :--- |
| [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ Add details... ] |

<!--
- **Risk or Issue:** The risk or issue, and where it came from. Give the reference from the risk or issue register rather than restating it.
- **Response and Resolution:** What was done about it and how effective that was. Say plainly whether it worked.
- **Comments:** What remains open, and who owns it after closure. An unresolved item transferred without a named recipient has not been transferred.
-->

---

## 7. Procurement Closeout
<!-- The information from the procurement closeout. Where procurement was not used, state that plainly in the first row rather than leaving the section blank, so a reader knows it was considered. Any claim or dispute not settled before closure is a liability being handed on, and belongs in the status column. -->

| Item | Details | Status at Closure |
| :--- | :--- | :---: |
| **Contracts Closed** | [ Add details... ] | [ Add details... ] |
| **Obligations Discharged** | [ Add details... ] | [ Add details... ] |
| **Claims and Disputes Settled** | [ Add details... ] | [ Add details... ] |

<!--
- **Item:** What the row is about.
- **Details:** The facts, with figures where they exist.
- **Status at Closure:** Closed, transferred, or still open, with the owner named for anything transferred.
Row guidance:
- **Contracts Closed:** The contracts closed out, with the final value and the closure date of each. Where procurement was not used, state that plainly rather than leaving the section blank.
- **Obligations Discharged:** The obligations, warranties, and service levels met, transferred, or still outstanding, with the holder named for each.
- **Claims and Disputes Settled:** Any claim or dispute settled before closure, and any that was not. An unresolved claim is a liability the project is handing on.
-->

---

## 8. Sign-off and Approvals

| Role | Name | Signature | Date |
| :--- | :--- | :---: | :---: |
| **Project Manager** | {{Project_Manager_Name}} | _______________________ | [ .... - .... - .... ] |
| **Operations / Service Owner** | {{Operations_Owner_Name}} | _______________________ | [ .... - .... - .... ] |
| **Project Sponsor / Client** | {{Project_Sponsor_Name}} | _______________________ | [ .... - .... - .... ] |
---

<div dir="ltr" align="right" style="margin-top: 20px; font-size: 12px; color: #7f8c8d;">
  <span>Electronic Audit Trail: Hash SHA256: {{Audit_Trail_SHA256_Hash}}</span> <br>
  <strong>Template:</strong> PROJECT OR PHASE CLOSEOUT | <strong>Ref:</strong> PMO-07.03 <br>
  <i>Generated on: {{Current_Timestamp}}, by <a href="https://github.com/fakhruldeen/Tasleemat/" style="color: #7f8c8d;">Tasleemat</a></i>
</div>

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "$id": "https://tasleemat.pmo/schemas/completed/PMO-07.03.schema.json",
  "title": "Completed Project or Phase Closeout Data Contract",
  "description": "Additive structural schema validating completed Project or Phase Closeout artifact data payloads (PMO-07.03).",
  "type": "object",
  "properties": {
    "artifact_id": {
      "type": "string",
      "const": "PMO-07.03"
    },
    "metadata": {
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          "minLength": 1
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        "project_code": {
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        "closeout_type": {
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          "enum": [
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            "Phase"
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        "project_manager": {
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        "prepared_by": {
          "type": "string",
          "minLength": 1
        },
        "version": {
          "type": "string"
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        "status": {
          "type": "string",
          "enum": [
            "draft",
            "pending_signoff",
            "closed",
            "archived"
          ]
        }
      },
      "required": [
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        "date_prepared",
        "project_manager",
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    "project_description": {
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      "properties": {
        "summary": {
          "type": "string",
          "minLength": 10
        }
      },
      "required": [
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    },
    "benefits_management": {
      "type": "object",
      "properties": {
        "how_benefits_achieved": {
          "type": "string",
          "minLength": 10
        },
        "benefits_realisation_status": {
          "type": "string",
          "minLength": 5
        }
      },
      "required": [
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        "benefits_realisation_status"
      ]
    },
    "performance_summary": {
      "type": "array",
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          "area": {
            "type": "string",
            "enum": [
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      "minItems": 1
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    "variances": {
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            "enum": [
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          "objectives": {
            "type": "string"
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          "final_outcome": {
            "type": "string"
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          "variance": {
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          "comments": {
            "type": "string"
          }
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  "required": [
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}

{
  "_llm_instructions": "Fill in the 'project_title' and 'date_prepared' properties, and the 'value' property of each field, based on the provided project context. Reference parameters.md for global project variables.",
  "form_name": "PROJECT OR PHASE CLOSEOUT",
  "document_reference": "PMO-07.03",
  "project_title": "",
  "date_prepared": "",
  "fields": {
    "f01_Description": {
      "section": "Project Description",
      "label": "Description",
      "guidance": "Provide a summary-level description of the project or phase: what it was, its purpose, and its boundaries. Keep it to a summary, and point to the project charter for detail.",
      "value": ""
    },
    "f02_How_Benefits_Were_Achieved": {
      "section": "Benefits Management",
      "label": "How Benefits Were Achieved",
      "guidance": "Describe how the final product, service, or result achieved the benefits the project was undertaken to address. Identify the benefit and the evidence that it was realised, distinguishing a benefit that was realised from one that is still only expected.",
      "value": ""
    },
    "f03_Benefits_Realisation_Status": {
      "section": "Benefits Management",
      "label": "Benefits Realisation Status",
      "guidance": "The current realisation status of each benefit, and who owns tracking it after the project team has been released. A benefit with no owner at closure is a benefit that will not be measured.",
      "value": ""
    },
    "f04_How_Business_Needs_Were_Met": {
      "section": "Business Needs",
      "label": "How Business Needs Were Met",
      "guidance": "Describe how the final product, service, or result achieved the business needs identified in the business plan.",
      "value": ""
    },
    "f05_Needs_Not_Met": {
      "section": "Business Needs",
      "label": "Needs Not Met",
      "guidance": "Any business need that was not met, and what happens next now that the project is closed. A need left unstated here will be assumed met by whoever inherits the product.",
      "value": ""
    },
    "f06_Scope_Objectives": {
      "section": "Performance Summary",
      "label": "Scope / Objectives",
      "guidance": "Describe the scope objectives needed to achieve the planned benefits of the project.",
      "value": ""
    },
    "f07_Scope_Completion_Criteria": {
      "section": "Performance Summary",
      "label": "Scope / Completion Criteria",
      "guidance": "Document the specific and measurable criteria needed to complete the scope objectives. State each one so that it can be answered met or not met, and cross-reference the scope baseline.",
      "value": ""
    },
    "f08_Scope_How_Met": {
      "section": "Performance Summary",
      "label": "Scope / How Met",
      "guidance": "Provide the evidence that the completion criteria were met. Give the source of the evidence, such as the document, test result, or acceptance record, and not only the conclusion drawn from it.",
      "value": ""
    },
    "f09_Quality_Objectives": {
      "section": "Performance Summary",
      "label": "Quality / Objectives",
      "guidance": "Describe the quality objectives and criteria needed to achieve the planned benefits of the project.",
      "value": ""
    },
    "f10_Quality_Completion_Criteria": {
      "section": "Performance Summary",
      "label": "Quality / Completion Criteria",
      "guidance": "Document the specific and measurable criteria needed to meet the product and project quality objectives.",
      "value": ""
    },
    "f11_Quality_How_Met": {
      "section": "Performance Summary",
      "label": "Quality / How Met",
      "guidance": "Enter the verification and validation information from the product acceptance form. Cross-reference that form rather than restating it, so the two records cannot drift apart.",
      "value": ""
    },
    "f12_Time_Objectives": {
      "section": "Variances",
      "label": "Time / Objectives",
      "guidance": "The planned time objectives: the approved schedule baseline duration and the planned completion date.",
      "value": ""
    },
    "f13_Time_Final_Outcome": {
      "section": "Variances",
      "label": "Time / Final Outcome",
      "guidance": "The actual completion date and the actual duration.",
      "value": ""
    },
    "f14_Time_Variance": {
      "section": "Variances",
      "label": "Time / Variance",
      "guidance": "The difference between planned and actual, in days or weeks, with the reason. Where the project finished early, say so and explain why, because an unexplained favourable variance hides a planning error just as a delay does.",
      "value": ""
    },
    "f15_Time_Comments": {
      "section": "Variances",
      "label": "Time / Comments",
      "guidance": "Any consequence of the time variance for the organization, such as a missed market window, and anything still open at closure.",
      "value": ""
    },
    "f16_Cost_Objectives": {
      "section": "Variances",
      "label": "Cost / Objectives",
      "guidance": "The approved cost baseline, or the total budget at completion if no baseline applies.",
      "value": ""
    },
    "f17_Cost_Final_Outcome": {
      "section": "Variances",
      "label": "Cost / Final Outcome",
      "guidance": "The actual total spent at completion, stating whether it includes contingency drawn or reserve released.",
      "value": ""
    },
    "f18_Cost_Variance": {
      "section": "Variances",
      "label": "Cost / Variance",
      "guidance": "The difference between planned and actual, in currency and as a percentage, with the reason.",
      "value": ""
    },
    "f19_Cost_Comments": {
      "section": "Variances",
      "label": "Cost / Comments",
      "guidance": "Any consequence of the cost variance for the organization, such as a claim or a budget transfer still required, and anything still open.",
      "value": ""
    },
    "f20_Risk_or_Issue": {
      "section": "Risks and Issues",
      "label": "Risk or Issue",
      "guidance": "The risk or issue, and where it came from. Give the reference from the risk or issue register rather than restating it.",
      "value": ""
    },
    "f21_Response_and_Resolution": {
      "section": "Risks and Issues",
      "label": "Response and Resolution",
      "guidance": "What was done about it and how effective that was. Say plainly whether it worked.",
      "value": ""
    },
    "f22_Comments": {
      "section": "Risks and Issues",
      "label": "Comments",
      "guidance": "What remains open, and who owns it after closure. An unresolved item transferred without a named recipient has not been transferred.",
      "value": ""
    },
    "f23_Contracts_Closed": {
      "section": "Procurement Closeout",
      "label": "Contracts Closed",
      "guidance": "The contracts closed out, with the final value and the closure date of each. Where procurement was not used, state that plainly rather than leaving the section blank.",
      "value": ""
    },
    "f24_Obligations_Discharged": {
      "section": "Procurement Closeout",
      "label": "Obligations Discharged",
      "guidance": "The obligations, warranties, and service levels met, transferred, or still outstanding, with the holder named for each.",
      "value": ""
    },
    "f25_Claims_and_Disputes_Settled": {
      "section": "Procurement Closeout",
      "label": "Claims and Disputes Settled",
      "guidance": "Any claim or dispute settled before closure, and any that was not. An unresolved claim is a liability the project is handing on.",
      "value": ""
    }
  }
}