Tasleemat Forms Guide

Artifact: Contract Closeout Report

Document Reference: PMO-07.02

This document provides a detailed, professional reference for understanding the purpose of the Contract Closeout Report and using it effectively as part of the Tasleemat methodology.

1. What is it?

An official Tasleemat document called the Contract Closeout Report, used to document vendor performance so the information can be used to evaluate the vendor for future work. Contract closure supports the project closure process and helps ensure contractual agreements are completed or terminated.

2. Why?

To ensure alignment with Tasleemat standards, to provide transparency, to record the lessons learned from a contract for future procurement, and to support project closure.

3. When?

This artifact is prepared in the Closing Process Group of the project lifecycle, before a contract can be fully closed or terminated.

4. Who?

Responsibilities: Maintained by the contract manager and the procurement manager, and approved by finance control. It is used as an input when the vendor is evaluated for future procurement.

Tailoring Tips

For a small contract you can combine all the vendor performance information into a single summary paragraph.
For small contracts you may not need the contract changes or contract disputes sections.
If the project was based around one large contract, you can combine the information in the project closeout report with this form.

Alignment & Dependencies

1. Pre-requisites & Inputs (Upstream Dependencies)

Mandatory:
- Procurement Management Plan (PMO-04.09.01)
- Procurement Audit Report (PMO-06.07)
- Change Log (PMO-05.04)
Optional / Contextual:
- Product Acceptance Form (PMO-06.08)
- Vendor Performance Scorecard (PMO-06.09)
- Statement of Work (PMO-04.09.04)

2. Downstream Dependents

Mandatory:
- Project or Phase Closeout (PMO-07.03)
- Administrative and Resource Release Form (PMO-07.07)
Optional / Contextual:
- Lessons Learned Summary (PMO-07.01)
- Value Realization Register (PMO-01.03)

5. How?

To accurately and professionally complete the CONTRACT CLOSEOUT REPORT, the responsible party must populate the following critical sections based on the project context (ensure parameters.md is referenced for global project variables):

Contract Identification: Record the contract reference, the vendor, the contract type and value, and the closeout status.
What Worked Well: For scope, quality, schedule, cost, and any other dimension, describe what was handled well and give the evidence for it.
What Can Be Improved: For the same five dimensions, describe what could have been improved and the recommended action.
Record of Contract Changes: For each change, enter the change ID, the description, and the date approved, taken from the change log.
Record of Contract Disputes: For each dispute or claim, describe it, the resolution, and the date it was resolved.
Contract Completion and Final Payment: Record the completion date, who signed off, and the date of the final payment.
Comments: Add any comments that add relevance to the report.

6. Reference Example

A fully completed, gold-standard reference example illustrating this artifact in practice is available:

📖 Completed Example: 07_02_Contract_Closeout_Report_Example.md