Project Closure and Audit Process

The assignment focuses on developing a comprehensive project closure plan. It includes details on terminating service contracts, equipment leases, and supplier agreements. The plan also emphasizes the importance of audits, specifying inspection requirements and documents needed for contract closure letters with termination certificates. A detailed table outlines activities, deadlines, responsible parties, and required documents for each closure step.

PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS PROJECT
PPMP20010 Project Audit and
Termination Report
1 PROJECT INFORMATION
Project Name: Kerb Works Project
Date: 8th September 2017
Project Ownership: Project Controls Department
Prepared by: Student’s Name, Project manager, Execution contractor
Distribution List:
Superintendent Engineer, DoTMR
Tejas Mehta, Project Manager
Other officials, TMR
Personnel, RoadTek Works
Sponsor, Execution contractor
Team Members, Execution contractor
2 AUDITABLE CATEGORIES
Auditable Category WBS ID and Item Description Applicable metrics
1. Performance /
Progress
1.1 Scope of work of Kerb works
project
Either Scope Increased
Or Scope got increased
1.2 Kerb works project -
Schedule performance Index
(SPI)
Schedule performance Index
(SPI) > 1
Schedule performance Index
(SPI) < 1
2. Compliance 2.1 All the legal requirement for
the construction of kerbs are
already granted
Either requirement granted
Or requirement not granted
2.2 Are the change management
system has been followed
properly
Not followed, the request did
not moved through proper
road
The system was followed
3. Quality 3.1 What is the status of the
quality and other non-
conformance report
All the reports and actions
are closed
Still open
3.2 All the performance indices
(SPI & CPI) are maintained
Yes, the SPI & CPI could be
maintained below 1
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS PROJECT
above 1 throughout the
project or till the end of the
project
No, it could not be achived
4. Change / Exit 4.1 The items and equipment
which were required for the
safety at road was supplied
and installed properly
Documents are received, but
not the last deliverable item
Yes, all items with
documentations received
4.2 All the procurement
requirements including the
contract closure
documentations also
received
Yes, all documents and
material received
Or, the documentation part is
pending
5. Risk 5.1 For all the identified risks,
the response plan is present
Yes the register is fully
updated
No its not getting updated on
regular interval
5.2 All the matrix required to
track risks are updated
Yes getting updated
No not getting updated
6. Best Practices /
Lessons to be
Learned
(Sommers,
2009)
6.1 Are all the events are
mentioned in the
chronological order of
happening are recorded.
Sequential data not
maintained
Yes, data maintained
6.2 All the vendor selection
criteria is mentioned properly
Yes the criteria are followed
thoroughly throughout the
project
No, the criteria are not
adhered fully
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 Audit after the
completion of
scope
verification
stage
Project
Manager &
Tejas Mehta
jointly
Decision-making
1.2 Monthly audit Project
Manager &
Tejas Mehta
jointly
Decision-making
Compliance (TechTarget,
2015)
2.1 Monthly audit Project
Management
Office
Discovery
2.2 Monthly audit Project
Management
Office
Discovery
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS PROJECT
Quality 3.1 Audit after the
receipt of
confirmation
for complying
with the
observations
Project
Manager &
Tejas Mehta
jointly
Discovery
3.2 Monthly audit Project
Manager &
Tejas Mehta
jointly
Decision-making
Change / Exit 4.1 End of task Additional
expert from
outside
organisation
(3rd party)
Discovery
4.2 End of task Additional
expert from
outside
organisation
(3rd party)
Discovery
Risk 5.1 Monthly audit Project
Manager &
Tejas Mehta
jointly
Discovery
5.2 Monthly audit Project
Manager &
Tejas Mehta
jointly
Discovery
Best Practices / Lessons
to be Learned
6.1 Random /
along with
Monthly audit
Tejas Mehta Discovery
6.2 Random /
along with
Monthly audit
Tejas Mehta Discovery
4 PROJECT TERMINATION / CLOSURE
Controllable Item & PMBOK Knowledge Area
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS PROJECT
Category Explanation Input
Tool &
Technique Output
1. Deliverable
(Lewinson,
2011)
1.1 Dur to
increase in
scope the
installation of
safety items
got delayed
Report of the
progress
Inspection &
Audit
Document need to
be updated
Already an accident has happened due to delay in the installation of
safety features
1.2 Kerb
works could
be only
completed
after a small
portion was
pending due
to want of
approval
from
authority
Report of the
progress
Inspection &
Audit
Document need to
be updated
A small patch of work was pending due to want of approval and the
approval was pending due to accumulated water was asked to be
removed, but due to heavy rain it could not be done on time
2. Configuration 2.1 To obtain
a legal
approval for
the
compliance
the authority
has asked to
amend one
more quality
check in the
standard
Check the
requirement
matrix
documentation
Inspection &
Audit &
Change
management
Document need to
be updated & put
up the document for
the change in scope
& so extra claim
Some quality checks were not updated when the contract was
awarded, but now some amendment came from the DoTMR and it is
required to be considered in the project
3. Status
Accounts
3.1 Critical
path analysis
report
Performance
curve need to
be reviewed
Check
variance
analysis &
Audit
Document need to
be updated
All the performance indices are required to be checked
4. Logs 4.1 The last
delivery item
for
maintaining
the proper
safety at site
Status of
Procurement
delivery items
Inspection &
Audit
Document need to
be updated
Shop visit need to be done for the final lot of safety items to be
dispatched, so that nothing is left behind
5. Issues 5.1 Local
purchased
item need to
be
maintained
for the
project as per
contract
Status of
Procurement
delivery items
Inspection &
Audit
Document need to
be updated
Due to shortage of material at local market, need to procure items
form outside market
6. Procurements 6.1 Does all
the terms
were
followed by
the supplier
Status of
Procurement
delivery items
Inspection &
Audit
Document need to
be updated
The delivery of key safety items got delayed due to an accident at
manufacturing shop & it caused the delay of last lot
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS PROJECT
5 TERMINATION / CLOSURE PLAN
Activity
List
Plan for the
termination
To whom
should
Project
manager
inform
Responsibility
Late Finish
Completion
date
Which
documents
are required
to be
inspected
before
signing the
closure
certificate
What is
the final
document
required to
be handed
over
Start by End by
The
service
contract
for the
vehicle
which was
hired to
transport
the labour
from
camp to
site
5th
February
2018
20th
February
2018
Service
provider
Admin Head
of Execution
Contractor
Company
28th
February
2018
Job
completion
assurance
form
checked &
signed from
site with
status of
non-
conformance
report
Contract
closure
letter with
termination
certificate
The
equipment
supplier
for
concrete
boom
placer
10th
January
2018
25th
January
2018
Equipment
supplier
Site head
need to
confirm
31st
January
2018
Job
completion
assurance
form
checked &
signed from
site with
status of
non-
conformance
report
Contract
closure
letter with
termination
certificate
Safety
item
supplier
15th
November
2017
5th
December
2017
Safety
item
supplier
Site head
need to
confirm
31st
January
2018
Job
completion
assurance
form
checked &
signed from
site with
status of
non-
conformance
report
Contract
closure
letter with
termination
certificate
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PROJECT AUDIT AND TERMINATION REPORT
KERB WORKS PROJECT
6 REFERENCES
Lewinson, M. (2011, January 17). Project Closure Template – Key Steps to Closing a Project.
Retrieved September 7, 2017, from MyManagementGuide.com:
http://www.mymanagementguide.com/project-closure-template-key-steps-to-closing-
a-project/
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
Sommers, A. (2009, February 22). Tips for Turning Lessons Learned into Best Practices.
Retrieved September 7, 2017, from Project Smart:
https://www.projectsmart.co.uk/tips-for-turning-lessons-learned-into-best-
practices.php
TechTarget. (2015, March). compliance audit. Retrieved September 7, 2017, from
TechTarget: http://searchcompliance.techtarget.com/definition/compliance-audit
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