Agreeing project deliverables

How to Transfer Project Deliverables When Closing a Project

Knowing how to transfer project deliverables when closing a project is the first step to getting the project wound up.

Your PMO won’t be in charge of delivering the goods or services to the customer directly, but you still need to be aware of the process and monitor it. Your office may not be directly responsible for the quality of the deliverables, but you need to ensure that they all get to their intended destination.

Therefore, when a project in your office is transferring deliverables, you need to take steps to ensure success. To that end, we’re going to look at:

  • The information and tools you need to transfer project deliverables
  • The actions that need to be taken to transfer deliverables
  • Why it’s important to accurately transfer the deliverables of a project

So you can support the process for your project managers.

What does my PMO need to do to transfer project deliverables?

A lot of the work in a PMO is about monitoring a project as it progress from idea, to commissioning, to getting the work done. Handing over the deliverables to the client can seem like a long way off when you work on a project from beginning to end.

However, it does need to be prepared for right from the early planning stages. You need to ensure that:

  • The client agrees to the method for deliverables within the initial agreement.
  • The deliverables are clearly outlined in terms of the what and the when.
  • All changes to the deliverables are clearly recorded during the project.
  • Every part of the project that is delivered before the end is recorded and signed off.
  • All the stakeholders who need to give approval, both internal and external, are identified.

Ensure that these actions are written into the process maps and documentation. This will save time trying to confirm information by searching through emails as you come to send over the final deliverables.

What does my PMO need to do when transferring deliverables to close a project?

It’s primarily the job of the project manager and their team to transfer the deliverables across to the client. However, you still need to be on top of the process and can have information ready to smooth the process.

Delivering the product to the end-user will need:

  • A detailed review of the contract and agreements to identify all the deliverables – these should be in the project plan.
  • To send the deliverables to the client in the form agreed, this could be providing data through the cloud, mailing a disc, or organising a face-to-face meeting, for example.
  • A follow-up procedure in place to ensure that receipt of the deliverables is confirmed – this is different to signing off on the project which we’ll look at in our next article.

Why does my PMO need a process to transfer deliverables?

Transferring deliverables is the first step of successfully closing a project. The whole aim of a project is to produce something for a client so you need to make sure that actually happens.

Why is it important to have a clear process in place, rather than just sending a quick email with the deliverables?

You should be creating and following a process for project deliverables because:

  • You have a confirmed date that deliverables have been sent and received, which will be a key milestone in the project that needs to be recorded.
  • Once deliverables have been sent to the client, you can then start on the other processes to close the project such as getting approval and seeking feedback.
  • Project risk, such as the risk of scope creep or missing deadlines, is greatly reduced once the main element of the project in the hands of the client.

How does a PMO transfer deliverables to close a project?

Transferring project deliverables as you start to close a project is an important step. As such, it needs to be planned for right from the beginning, with everyone involved knowing what will be delivered, how, and when.

The actual transfer of final deliverables needs to be managed and recorded to ensure the project does what it is supposed, i.e. provide a product to the client.

Once your project manager has the deliverables in the hands of the client and your PMO has it logged, it’s time to move on to your next closing steps, which will be the subject of our next posts.