Project Toolkit

End of Project Report

End of Project Report

Final project report summarising what was delivered, performance against objectives, lessons learned, and recommendations for post-project actions.

End of Project Report

The End of Project Report is the final report produced by the Project Manager, documenting what was achieved, how the project performed, and providing recommendations for follow-on actions and benefits realisation.

Purpose

The End of Project Report:

  • Documents project achievements
  • Compares actual vs planned performance
  • Captures lessons learned
  • Confirms handover arrangements
  • Sets up benefits tracking
  • Formally closes the project

Project Closure Process

flowchart LR A[Final
Delivery] --> B[Prepare End
Project Report] B --> C[Handover to
Operations] C --> D[Project Board
Approval] D --> E[Release
Resources] E --> F[Close
Project] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E,F blue

Report Contents

Essential Sections

Section Purpose
Executive summary Overview of project outcome
Project achievements What was delivered
Performance Comparison to baseline
Quality Quality results
Benefits Expected vs realised
Lessons learned Key learning points
Handover Transfer to operations
Recommendations Follow-on actions

End of Project Report Template

Report Header

Field Content
Project Customer Portal Enhancement
Project Manager John Smith
Report Date 10 June 2026
Sponsor Sarah Williams
Distribution Project Board, PMO, Operations

Executive Summary

Project Outcome

Dimension Status Commentary
Overall Green Project successfully delivered
Objectives Green All objectives achieved
Schedule Amber 7 days late, within tolerance
Budget Green £12,000 under budget
Quality Green All acceptance criteria met
Benefits Green On track for realisation

Key Messages

# Key Message
1 Project delivered all planned products and capabilities
2 Customer portal live and operational since 07 June 2026
3 Project completed 7 days late but £12,000 under budget
4 All acceptance criteria met, customer satisfaction high
5 Benefits tracking in place, Year 1 benefits on track

Project Achievements

Objectives vs Outcomes

Objective Target Achieved Status
Deliver customer portal Live by 31 May Live 07 June Met
Enable self-service 80% transactions Capability live Met
Improve customer satisfaction +10 NPS Baseline set On Track
Reduce call centre volume -25% Tracking started On Track
Achieve performance targets <2 sec load 1.4 sec average Met

Products Delivered

Product Description Status
Customer Portal Web application Delivered
Mobile-responsive design Multi-device access Delivered
Self-service features Account management, payments Delivered
Integration Backend systems Delivered
Documentation User guides, support docs Delivered
Training Staff and customer training Delivered

Scope Delivered vs Planned

Category Planned Delivered Notes
Core features 12 12 All delivered
Nice-to-have features 5 3 2 deferred to Phase 2
Integrations 4 4 All delivered
Support documentation 6 docs 8 docs Exceeded

Performance Summary

Schedule Performance

Stage Planned Duration Actual Duration Variance
Stage 1 - Design 4 weeks 4 weeks 0
Stage 2 - Development 11 weeks 11.5 weeks +3 days
Stage 3 - Testing 5 weeks 5.5 weeks +2 days
Stage 4 - Deployment 4 weeks 4.5 weeks +2 days
Total 24 weeks 25 weeks +7 days

Milestone Summary

Milestone Planned Actual Variance
Project Start 01 Jan 01 Jan 0
Design Complete 28 Jan 28 Jan 0
Development Complete 31 Mar 03 Apr +3 days
UAT Complete 05 May 10 May +5 days
Go-Live 31 May 07 Jun +7 days

Cost Performance

Category Budget Actual Variance
Labour - Internal £95,000 £98,000 +£3,000
Labour - External £55,000 £40,000 -£15,000
Infrastructure £25,000 £25,000 £0
Software/Licences £15,000 £15,000 £0
Training £10,000 £10,000 £0
Contingency £20,000 £0 -£20,000
Total £220,000 £188,000 -£32,000

Budget Analysis

Metric Value
Original budget £200,000
Approved changes +£20,000
Final budget £220,000
Actual spend £188,000
Underspend £32,000 (14.5%)

Quality Summary

Quality Performance

Metric Target Actual Status
Defects at go-live <20 8 Met
Critical defects 0 0 Met
Test coverage >80% 87% Met
UAT pass rate 100% 100% Met
Security vulnerabilities 0 critical 0 Met

Acceptance Criteria

Criterion Met
All functional requirements delivered Yes
Performance targets achieved Yes
Security review passed Yes
Accessibility standards met Yes
User acceptance sign-off Yes
Operations acceptance Yes

Benefits Summary

Benefits Realisation Status

Benefit Target Current Measurement
Self-service adoption 60% by Month 6 15% (Month 1) Portal analytics
Call volume reduction -25% by Month 12 -5% (Month 1) Call centre data
Customer satisfaction +10 NPS Baseline set Survey
Cost savings £150k/year Tracking Finance reports

Benefits Tracking Arrangements

Benefit Owner Measurement Frequency
Self-service adoption Digital Director Portal analytics Monthly
Call volume reduction Operations Director Call centre reports Monthly
Customer satisfaction Customer Experience NPS survey Quarterly
Cost savings Finance Director Cost tracking Quarterly

Benefits Review Schedule

Review Date Purpose
Month 3 review Sep 2026 Early adoption check
Month 6 review Dec 2026 Milestone review
Month 12 review Jun 2027 Full benefits assessment

Issues and Changes

Significant Issues

Issue Impact Resolution
Third-party API delays 3-day delay Worked with vendor
UAT resource availability 2-day delay Brought in additional staff
Production environment setup 2-day delay Escalated and resolved

Changes Implemented

Change Impact Benefit
Additional SSO provider +2 days, +£2,000 Broader customer access
Enhanced error handling +1 day Better user experience
Extended reporting +£5,000 Improved management info

Deferred Items

Item Reason Disposition
Dark mode Out of scope Phase 2 backlog
Advanced reporting Time constraints Phase 2 backlog
Mobile app Scope limitation Separate project

Lessons Learned

Top Lessons

# Lesson Recommendation
1 Early QA involvement reduced defects significantly Build QA into project from start
2 Third-party integration complexity was underestimated Add contingency for external dependencies
3 Regular demos kept stakeholders engaged Weekly demos for all future projects
4 Cross-training reduced key person risk Mandate cross-training on all projects
5 Documentation started too late Begin documentation in parallel with development

What Went Well

Area Success Factor
Team collaboration Daily stand-ups, open communication
Stakeholder engagement Regular demos, responsive to feedback
Quality Early testing, automated checks
Risk management Proactive identification and mitigation

What Could Be Improved

Area Improvement
Third-party coordination Earlier engagement, more contingency
Documentation timing Start earlier, parallel with development
UAT planning Secure resources earlier
Training materials Allow more preparation time

Handover Summary

Operational Handover

Item Handed To Date Status
Application IT Operations 07 Jun Complete
Documentation IT Service Desk 05 Jun Complete
Support procedures Service Management 05 Jun Complete
Monitoring IT Operations 07 Jun Complete
Training Learning & Development 01 Jun Complete

Support Arrangements

Aspect Arrangement
Hypercare period 4 weeks (to 05 July 2026)
Hypercare support Development team on standby
BAU support IT Service Desk (L1), Application Support (L2)
Escalation To IT Operations Manager

Outstanding Items

Item Owner Due Date
Final documentation review Operations 15 Jun
Knowledge transfer sessions Development 14 Jun
Post-implementation review PMO 10 Jul

Recommendations

Follow-On Actions

Action Owner Priority Timeframe
Complete hypercare period Development Lead High 4 weeks
Conduct post-implementation review PMO Medium July 2026
Plan Phase 2 features Product Owner Medium Q3 2026
Review benefits at Month 3 Sponsor High Sep 2026

Recommendations for Future Projects

Recommendation Rationale
Allocate integration contingency Complexity often exceeds estimates
Secure UAT resources early Availability is often constrained
Start documentation in parallel Reduces end-of-project rush
Mandate cross-training Reduces key-person dependency

Project Closure

Closure Checklist

Item Status
All products delivered and accepted ☑
All documentation handed over ☑
Support arrangements in place ☑
Benefits tracking established ☑
Lessons learned captured ☑
Project files archived ☐
Resources released ☐
Project accounts closed ☐
Closure notification issued ☐

Resource Release

Resource Current Role Release Date Destination
John Smith PM 14 Jun New project
Jane Doe Dev Lead 05 Jul Operations
Bob Wilson Developer 14 Jun Resource pool
Dave Jones QA Lead 21 Jun New project

Final Sign-off

Project Board Confirmation

Confirmation Agreed
Project deliverables accepted ☐
Performance acknowledged ☐
Handover complete ☐
Benefits tracking in place ☐
Lessons captured ☐
Project authorised to close ☐

Signatures

Role Name Signature Date
Project Sponsor      
Senior User      
Senior Supplier      
Project Manager      

End of Project Report Checklist

Preparation

  • All products signed off?
  • Performance data compiled?
  • Quality results documented?
  • Benefits baseline set?
  • Lessons captured?
  • Handover complete?
  • Outstanding items listed?

Review

  • Report reviewed by sponsor?
  • PMO review complete?
  • Board meeting scheduled?

Closure

  • Board approval received?
  • Files archived?
  • Resources released?
  • Accounts closed?
  • Closure notification sent?
Last updated: 13 January 2026
Themes

Closure

Governance