Closure Plan for Kerb Construction Works

The assignment content provides a closure plan for a kerb construction project. The project was affected by heavy rainfall, which resulted in the need to halt construction work for six days. The project is now nearing completion, and it's essential to ensure that all aspects of the project are properly closed out. This includes closing out the construction works, procurement items, and service contracts. The closure plan outlines the activities, timelines, and responsibilities involved in completing these tasks. It also highlights the importance of communication with stakeholders, including the board members and ABC Contractor.

PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
PPMP20010 Project Audit and
Termination Report
1 PROJECT INFORMATION
Project Name: Kerb Works at Fison Ave West project
Date: September 10, 2017
Project Ownership: Project Contracts / Procurement Management
Prepared by: Name of Student, Project Manager, ABC Contractors
Distribution List: Head Projects, TMR
Tejas Mehta, Project Manager, TMR
Members of Board, ABC Contractors
Local Government, Queensland
Project Team, ABC Contractors
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
(Ruskin & Estes,
1985)
1.1 Need to assess that whether
there is any difference
between the baseline time
schedule and the actual
progress achieved
No, there is no differences
found, in fact the actual
progress is going ahead of
baseline schedule
Yes, there is difference.
Actual is running behind the
baseline schedule
1.2 Need to assess that whether
there is any difference
between the scope as per
baseline and any revision in
scope quantity of execution
Yes, difference in scope of
work as per contract and the
execution are difference. So
whether the change control
procedure is applied to notify
it to TMR?
No difference in scope of
work has been identified so
far.
1.3 Was there any need to add
extra cost to complete the
project compared to the
baseline cost estimate
No extra cost is incurred so
far to achieve the progress
Yes, there has been few
instances where extra
additional cost had to be
beared.
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2. Compliance
(Right Track
Associates,
2017)
2.1 Is the objective of doing the
project as written in the
charter is being complied
Yes the prime objective to
complete the project within
budgeted schedule, cost by
maintaining proper quality
standard is being followed
No the objective is missed
out and the schedule ad to
be extended due to various
reasons
2.2 Has all the stakeholder’s
expectations been complied
Yes, all the expectations
were met
No there were few
expectations like, complete
the project within the
schedule is could not be met
2.3 Was the change control
procedure as set in the
project management plan
been followed properly and
all the points are complied
Yes, in case of any changes,
the change control
procedure was followed
properly
No the change control
procedure was overlooked
and bypassed to save the
time of the project from
avoiding going through the
time consuming procedure
3. Quality (Project
Management
Knowledge,
2017)
3.1 Has all the non-
conformances identified
during the construction and
the memo sent are closed
and verified by the TMR
team
Yes, all the identified non-
conformances are closed as
of date
No, not all are closed till
dated. Few are still open.
3.2 As per defined quality
standards of constructing
Kerb works been followed
throughout the project
Yes, the construction is done
by following all the set
quality criteria
No, all the standards could
not be followed due to
various reasons
3.3 Could the project efficiency
calculating parameters been
maintained more than 1
throughout the project
Yes the CPI and SPI could
be maintained above 1
throughout the project life
cycle
No, the CPI & SPI could not
be maintained above 1 and
had to face the schedule an
cost overrun
4. Change / Exit
(Chartered
Institute of
Internal
Auditors, 2017)
4.1 There are few items related
to the site safety which were
purchased as per the
contract terms, but are now
no more required for the
change in route and the
items had to be again sent
back with additional
transport charges to TMR
Yes, the extra purchased
item been transferred to
another site and the change
order is raised accordingly to
get back the amount
No, such item been kept at
site and wait for similar
actions, where the items can
be utilised
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
stores for making used at
another site of construction
4.2 Has all the technical
specifications of executing
the project has been
maintained and verified by
TMR officials
Yes, all the technical
specifications were
maintained and equally
verified
No, all the technical
specifications could not be
maintained
4.3 The procurement actions are
being closed as per the set
criteria of submitting the
proper final documentations
Yes, all the procurement
documents are submitted as
per the requirement
No, all the documents are
not submitted yet
5. Risk (Rego,
2017)
5.1 Has all the risks been
identified in advance
Yes, all are identified
No, all could not be
envisaged at such an early
stage
5.2 All the identified risks are
being assessed properly and
proper rank could be
obtained
Yes, the risks are assessed
properly
No, few threats were low
assessed but are actually
having high probability and
impact
5.3 Has all the risks which have
been ranked, the response
plan is developed and the
risks are being mitigated by
following the response plan
only
Yes, the response plan been
followed to mitigate the risks
No, the opportunities are not
handled as per the response
plan
6. Best Practices /
Lessons to be
Learned
(Project Smart,
2017)
6.1 After the risk response
planning is completed, the
extra cost or budget need to
be kept aside for the
unknown risk in addition to
the reserve kept for known
risks
Yes the extra management
reserve is kept aside for
such situation
No, due to cost constraints
such extra reserve could not
be kept
6.2 To avoid any last minute
rush and ultimately land up
in having extra expenditure,
early procurement action
need to be taken by
confirming the orders with a
rough estimate but the
figures or the exact quantity
need to be finalised after the
design document is
developed to get the
concession and secure the
delivery too
Yes, similar approach is
adopted to obtain certainty
and lower cost of delivery
No, such facility could not be
achieved
6.3 All the seasons and its
impact must be kept in
consideration while
conducting the risk planning
Yes, all the uncertainties are
identified properly
No, not all could be identified
yet by the team.
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
to assess the cushion
required to be kept for such
unforseen situations to avoid
any extra extension of
baseline schedule an budget
3 AUDIT PLAN
Audit Category Item When will it be
conducted?
Who will
conduct?
Purpose
(discovery or
decision-making)?
Performance /
Progress (Public
Company
Accounting
Oversight Board,
2010)
1.1 Fortnightly /
Monthly
In-house team Decision-making
1.2 Fortnightly /
Monthly
In-house team Decision-making
1.3 Monthly /
Quarterly
In-house team Decision-making
Compliance 2.1 Quarterly External examiner Discovery
2.2 Quarterly External examiner Discovery
2.3 Monthly In-house team Decision-making
Quality 3.1 Quarterly External examiner Discovery
3.2 Monthly In-house team Discovery
3.3 Monthly In-house team Decision-making
Change / Exit 4.1 Random In-house team Decision-making
4.2 Random In-house team Decision-making
4.3 Random In-house team Decision-making
Risk 5.1 Fortnightly In-house team Discovery
5.2 Fortnightly In-house team Discovery
5.3 Fortnightly In-house team Decision-making
Best Practices /
Lessons to be
Learned
6.1 Quarterly In-house team Discovery
6.2 Monthly In-house team Discovery
6.3 Fortnightly In-house team Decision-making
4 PROJECT TERMINATION / CLOSURE
Controllable
Category
Item &
Explanation
PMBOK Knowledge Area
Input
Tool &
Technique Output
1. Deliverable 1.1 Kerb is Accepted Expert Final product,
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
(Project
Management
Knowhow,
2011)
constructed as
per the
contract terms
Deliverables Judgement service, or result
transition
The site verification review meeting is required to be done to assess
the condition and after the satisfaction of the TMR, the job can be
termed closed.
1.2 All the
required road
furniture are
delivered
properly within
time and cost
Accepted
Deliverables
Expert
Judgement
&
Meetings
Final product,
service, or result
transition
The delivery schedule and estimated rate as per the contract is
required to be assessed before closing the contract
1.3 Changes
occurred in
scope of work
are identified
and verified
through
change control
system
Organizationa
l
process
assets
Analytical
techniques
&
Meetings
Organizational
process
assets updates
There has been a change in scope due to the change in the
diversion road route, for which the change order system is followed
and the changes are also approved, only the documentation part is
required to be checked before closing the contract.
2. Configuration
(Project
Management
Institute, 2013)
2.1 After all the
deliverable are
completed, the
project
manager shall
inform the
sponsor about
the happening
to close the
project
Project
management
plan
&
Accepted
deliverables
Expert
judgement
&
Meetings
Final product,
service, or
result transition
&
Organizational
process
assets updates
As soon as the site cleaning activity is started to clean the site
before handover, the request to close the project is also sent to
board for consideration.
3. Status
Accounts
3.1 During the
whole phases
of the project,
was there any
cash flow
issue raised
and the
additional cost
paid by TMR
Accepted
deliverables
Analytical
techniques
&
Meetings
Organizational
process
assets updates
Due to change in the route of diversion road the scope got changed
and there were cost implication too, which was raised through
proper channel and got resolved. But the payment is required to be
made along with the final bill by TMR.
4. Logs 4.1 For
granting the
extension of
time the
weather report
logs is to be
produced
against the
claim of heavy
rainfall
Accepted
deliverables
Expert
judgment,
Analytical
techniques
&
Meetings
Final product,
service, or
result transition
There has been one instance when the construction work at side
needed to be halted for around six days due to heavy cyclonic rain
with high velocity of wind, so for safety and quality reason the site
was required to be closed and not a single job was been able to do
and then after the rain it took 3 more days to stabilise the condition.
The claim for extension is required to be approved before the
closing of the contract to wave-off any LD charges.
5. Issues 5.1 The
change
request for the
increase in
scope due to
heavy rainfall
and rain cuts
Accepted
deliverables
Expert
judgment
&
Meetings
Final product,
service, or
result transition
The rework due to the heavy rain fall is done but the change order
request is not yet approved. It requires special attention of TMR
before closing the contract
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
developed at
the corners of
the road is still
pending for
approval,
whereas the
work has been
completed as
goodwill.
6.
Procurements
6.1 All the
items were
delivered as
per the
contract terms
along with the
final
documentation
and operation
manuals etc.
Project
management
plan
&
Accepted
deliverables
Meetings Final product,
service, or
result transition
All the procurement items has been delivered, installed and tested,
even the final documentations are also finished. So now request
TMR to close the project.
5 TERMINATION / CLOSURE PLAN
Procedure: as soon as the project activities of some portion / section of the kerbs or the
whole project of kerb works are completed, they are required to be closed officially using
the closure procedure (PRINCE2, 2009). In this process the project manager develops
the closing documents and forward to the Board members for officially asking it to
sponsor / TMR to close the project.
Closure Schedule (Gantt chart view):
1 2 3 4 5 8 9 10 11 12 15 16 17 18 19 22 23 24 25 26
A Termination / Closure Plan
A.1
Section:2, Item No. 3.2 [As per defined quality
standards of constructing Kerb works been
followed throughout the project]
A.1.1 Develop the planned closure
A.1.2 Handover the site to TMR
A.1.3 TMR to evaluate the completeness of site works
A.1.4 Recommend for closing the project
A.2 The procurement items of road furniture
A.2.1 Develop the planned closure
A.2.2 Handover the site to TMR
A.2.3 TMR to evaluate the completeness of site works
A.2.4 Recommend for closing the project
A.3 Service contract with daily labour supplier
A.3.1 Develop the planned closure
A.3.2 Handover the site to TMR
A.3.3 TMR to evaluate the completeness of site works
A.3.4 Recommend for closing the project
A.4 Service contract with earthwork equipment
supplier
A.4.1 Develop the planned closure
A.4.2 Handover the site to TMR
A.4.3 TMR to evaluate the completeness of site works
A.4.4 Recommend for closing the project
A.5 MILESTONE: Closing the Project
Sl.
No. Activity January
2018
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
Closure Communication:
Sl.
No.
Closure
activity
Start
Date
End
Date
Latest
Finish
Date
To whom
should PM
inform
Responsi
bility
What to
inspect for
closing
Output of
the activity
A.1 Closure of
Kerb
construction
works
1 Jan
2018
17
Jan
2018
25
Jan
2018
Board
Members,
ABC
Contractor
Tejas
Mehta /
Sponsor,
TMR
Project
management
Plan, Scope
Statement &
Change Order
status
Contract
Closure
Certificate
A.2 Closure of
the
procurement
items of
road
furniture
4 Jan
2018
22
Jan
2018
25
Jan
2018
Board
Members,
ABC
Contractor
Tejas
Mehta /
Sponsor,
TMR
Project
management
Plan, Scope
Statement &
Change Order
status
Contract
Closure
Certificate
A.3 Closure of
Service
contract with
daily labour
supplier
9 Jan
2018
25
Jan
2018
25
Jan
2018
Board
Members,
ABC
Contractor
Board
Members
, ABC
Contract
or
Project
management
Plan, Scope
Statement &
Change Order
status
Contract
Closure
Certificate
A.4 Closure of
Service
contract with
earthwork
equipment
supplier
1 Jan
2018
17
Jan
2018
25
Jan
2018
Board
Members,
ABC
Contractor
Board
Members
, ABC
Contract
or
Project
management
Plan, Scope
Statement &
Change Order
status
Contract
Closure
Certificate
6 REFERENCES
Chartered Institute of Internal Auditors. (2017). Projects. Retrieved September 9, 2017, from
www.iia.org.uk: https://www.iia.org.uk/resources/auditing-business-functions/projects/
PRINCE2. (2009). Managing Successful Projects using PRINCE2. Norwich: TSO (The
Stationery Office).
Project Management Institute. (2013). A Guide to the Project Management Body of
Knowledge. Newtown Square, PA, USA: Project Management Institute.
Project Management Knowhow. (2011). Project Termination. Retrieved September 9, 2017,
from http://www.project-management-knowhow.com: http://www.project-
management-knowhow.com/project_termination.html
Project Management Knowledge. (2017). Quality Audits. Retrieved September 9, 2017, from
Beans theme for WordPress:
https://project-management-knowledge.com/definitions/q/quality-audits/
Project Smart. (2017). A Cost-Effective Project Management Tool. Retrieved September 8,
2017, from https://www.projectsmart.co.uk: https://www.projectsmart.co.uk/lessons-
learned.php
Public Company Accounting Oversight Board. (2010, December 15). AS 2101: Audit
Planning. Retrieved September 7, 2017, from https://pcaobus.org:
https://pcaobus.org/Standards/Auditing/Pages/AS2101.aspx
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS AT FISON AVE WEST
Rego, D. (2017). Risk audit. Retrieved September 9, 2017, from ProjectManagement.com:
https://www.projectmanagement.com/wikis/346698/Risk-audit
Right Track Associates. (2017). Project Audits: Verify Compliance and Validate Performance.
Retrieved September 9, 2017, from I.T. Toolkit:
https://www.ittoolkit.com/how-to-it/projects/project-audits.html
Ruskin, A. M., & Estes, W. E. (1985). The Project Management Audit its role and conduct.
Project Management Journal, 64-70.
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