Concepts
Successfully completing a program is not merely about achieving the program objectives, but also ensuring a smooth transition and close-out for all underlying project plans. This process usually includes administrative closure, Program Management Information System (PMIS) program closure, archiving program documents, capturing lessons learned, and transferring ongoing activities to the client or another operational organization. The thoughtful execution of these steps ensures that the program goals are met, and operational sustainability is maintained in an ongoing manner, which is critical for Program Management Professional (PgMP) certificate holders.
1. Administrative and PMIS Program Closure:
The administrative and PMIS program closure involve a set of predefined steps to ensure that all program activities have been completed and all resources have been released appropriately. This includes tasks like finalizing all procurements, ensuring all invoices or payments have been made, relieving team members of their roles, and, if necessary, decommissioning physical and virtual workspaces.
For example, a program manager leading a hardware modernization program would need to confirm that all old hardware has been successfully replaced, decommissioned and recycled, all new hardware’s warranties and support services are active, and all team members and stakeholders have been suitably informed and their roles concluded.
2. Archive Program Documents and Lessons Learned:
Archiving program documents and capturing lessons learned are essential to cultivate organizational knowledge. This information can serve as reference examples for similar programs in the future, reducing additional research time and promoting a culture of continuous learning and improvement.
3. Transfer of Ongoing Activities:
Often, after the completion of a program, some activities need continued attention and maintenance. These are then transferred to a functional organization within the enterprise, or in some cases, to the client’s operational team.
For instance, in a software implementation program, upon successful implementation and testing, the program team may transfer the ongoing software support and operational activities to the client’s IT support team, with comprehensive training and documentation.
Summary of Key Steps:
| Step | Description |
|---|---|
| Administrative closure | Ensure all activities are completed and resources are released appropriately |
| PMIS closure | Confirm all electronic databases and tools are updated and properly closed |
| Archiving program documents | Store all relevant documentation in a secure and organized manner for future reference |
| Lessons learned | Capture what worked well and what didn’t, and use this to improve future programs |
| Transfer of ongoing activities | Handover any continuing activities to an appropriate team, usually a team that is part of the client’s organization |
As a PgMP certified professional, it is essential to execute these steps carefully. By doing so, not only is a program efficiently closed, but the groundwork is laid for future programs to be carried out more effectively, contributing to the organization’s long-term success and operational sustainability. Remember, the end of a program should be as well-managed as its start, if not more so. As the saying goes, “All’s well that ends well”.
Answer the Questions in Comment Section
True or False: The transition of a program and its constituent project plans involves performing administrative and PMIS program closure.
- True
- False
Answer: True
Explanation: The transition of all program and project plans indeed includes performing administrative and PMIS program closure as part of the process to meet program objectives.
Multiple Select: Which of the following steps are involved in the process of closing out a program?
- a) Archive program documents
- b) Transfer ongoing activities to a marketing department
- c) Perform budget analysis
- d) Record lessons learned
Answer: a, d
Explanation: The close-out of a program involves archiving program documents, transferring ongoing activities to a functional organization, not necessarily a marketing department and recording lessons learned.
Single Select: To whom should ongoing activities be transferred at the closure of a program?
- a) The marketing team
- b) The functional organization
- c) The finance
- d) The legal team
Answer: b
Explanation: The ongoing activities are transferred to the functional organization to meet program objectives and ensure operational sustainability.
True or False: Lessons learned should not be documented during program closure.
- True
- False
Answer: False
Explanation: Lessons learned are a vital part of the closure process, they should always be documented for reference and to improve future programs.
Single Select: Which of the following is not part of executing the transition and close-out process of all program and constituent project plans?
- a) Financial auditing
- b) Administrative closure
- c) Archiving program documents
- d) Transferring ongoing activities to functional organization
Answer: a
Explanation: While financial auditing may be involved in program management, it’s not specifically part of executing the transition and close-out process for a program.
True or False: The purpose of archiving program documents after closure includes access for future reference.
- True
- False
Answer: True
Explanation: Archiving program documents allows the organization to easily access and reference the documents in future, ensuring repetitive mistakes are not made.
Single Select: What happens to the program management information system (PMIS) during program closure?
- a) It is deleted
- b) It is archived
- c) It remains active
- d) It is sold
Answer: b
Explanation: The PMIS is archived as part of the
administrative closure during the program transition and close-out.
True or False: The primary objective of executing the transition and/or close-out of all program and constituent project plans is to meet program objectives and ensure operational sustainability.
- True
- False
Answer: True
Explanation: The overall goal of this process is to
meet the set program objectives and uphold operational sustainability even after the program’s completion.
Multiple Select: Which of the following are outcomes of a successful program transition and close-out?
- a) Completed program objectives
- b) Lessons learned for future programs
- c) Transfer of ongoing activities to specific departments
- d) Archive of all program documents.
Answer: a, b, d
Explanation: A successful program close-out results in completed program objectives, lessons learned being recorded for improvement of future programs, and an archive of all program relevant documents.
True or False: Executing the transition and/or close-out of a program includes archiving all program documents even if they seem unimportant.
- True
- False
Answer: True
Explanation: All documents related to the program, whether they seem important or not, should be archived. They may serve as reference materials in the future.
Single Select: What is the purpose of transferring ongoing activities to the functional organization during program closure?
- a) To reduce program costs
- b) To ensure operational sustainability
- c) To reduce workload for the program manager
- d) For legal purposes
Answer: b
Explanation: The purpose of transferring ongoing
activities to the functional organization is to ensure operational sustainability after the program is completed.
True or False: Lessons learned should only be documented when there’s been a large-scale failure in the program.
- True
- False
Answer: False
Explanation: Lessons should be documented throughout and at the end of the program, regardless of the scale of failure or success. It aids in continuous improvement.
Great article on program and project plan closure! Really helpful for my PgMP prep. Thanks!
Thank you for this detailed discussion! I found the part on archiving program documents particularly useful.
Excellent insights into PMIS program closure. Much appreciated.
Could someone explain more about transferring ongoing activities to functional organizations?
I disagree with the approach suggested for archiving program documents. More automation is needed.
Anybody knows if the lessons learned process in program closure is the same as in project closure?
Thanks, this post answered most of my questions about the PgMP exam.
Can anyone share their experience with implementing administrative closure in PMIS?