SC Project Closeout Report v6

8/15/2019 SC Project Closeout Report v6

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Preparing a Project Closeout Report

Within Office of Science, a Project Closeout Report (PCR) needs to be developed for projects(regardless of the funding type) with otal Project Cost ( PC) of !"# $illion or greater as part of Critical %ecision (C%) & ('pprove Start of Operations or Project Co$pletion) he PCR

provides a docu$entation of the overall project perfor$ance, and the closure status of the project, contracts, regulatory drivers, and fiscal condition he Office of Science re uires that a%raft PCR be developed prior to the C%*& +ndependent Project Review he +nitial PCR should

be sub$itted to the ead uarters Progra$ -anager and Office of Project 'ssess$ent within .#days after C%*& approval he /inal PCR should be sub$itted to 0 Progra$ -anager andOffice of Project 'ssess$ent after all project costs are incurred and invoiced, and all contractsare closed

he PCR serves as the $ain co$$unication vehicle to docu$ent project objectives and the final project results he /inal PRC will contain the technical perfor$ance achieved, the final cost andco$pletion date of the project, and project lessons learned he purpose of this

procedure1te$plate is to2 ") provide guidance for the /ederal Project %irector (/P%) and the+ntegrated Project ea$ to produce a useful and fle3ible report, and 4) provide guidance on howto appropriately $eet the re uire$ents of %O5 O &"6 67

he PCR should be tailored based on project si8e and co$ple3ity

's part of project closeout, the project, as appropriate will establish1or update the /acilities+nfor$ation -anage$ent Syste$, docu$ent the achieve$ent of the /acility Sustainability goals,and finali8e P'RS ++ reporting

Report Development

he %raft Project Closeout Report is initiated prior to C%*& or at the point where all activities9 physical, regulatory, and contractual are co$pleted (or $ostly co$pleted) The main text of thedocument, not including attachments or appendices, should be approximately 20-3 pagesdepending on the number of lessons learned!

"or projects that #ant to incorporate additional information, the projects are encouragedto use the attachments or appendices to include the additional data!

:ote2 Italicized text included in this document is provided as examples of what the section should contain. These are examples only and most projects may not have data in the sameorganization, titles, format, etc.

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$%raft, &nitial, or "inal'Project Closeout Report

for the

PR()*CT + * $ CR(+. '

Project /

at

+ational 1aboratory

1ocation

(ffice of Program (ffice(ffice of 4cience

5!4! %epartment of *nergy

%ate ppro6ed7

onth8.ear

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Project Closeout Report for theProject +ame $ cronym' Project at the

+ational 1aboratory

4ubmitted by7

%ate2 ;;;;;;;;;;;


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Project Closeout Report for theProject +ame $ cronym' Project at the

+ational 1aboratory

Table of Contents

" 5?5C@ +A5 S@--'RB4 +: RO%@C +O:6 'C0@+S+ +O: 'PPRO'C& PRO 5C ORD':+E' +O: F PRO 5C 7'S5>+:5 ' CO-P>5 +O:

F " Scope 7aselineF 4 Cost 7aselineF 6 Schedule 7aselineF & WorG 7reaGdown StructureF F /unding ProfileF H Staffing ProfileF I 5nviron$ental Re uire$ents1Per$itsF J Safety Record

H C>OS5O@ S ' @SI >5SSO:S >5'R:5%J P O OS. PRO 5C %OC@-5: 'RC +A5S ':% >OC' +O:S

'PP5:%+C5S' %etailed W7S %ictionary7 %etailed echnical Perfor$ance 'chieved

C -ajor 53ternal Reviews% %etail Safety +nfor$ation5 Project RisG Registry/ OthersD 5tc

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9! *:*C5T&;* 45 R.

Summarize the project scope and accomplishments.

Example: The goal of the xxx project was to design, construct, and

commission an …. Key requirements to … were completed by the end of January 2 !". This goal has been not only achie#ed but exceeded. The project obtained $%&' appro#al on January 2 !" with ()$ of *"+ -, …

)ll required processes for commissioning ha#e been completed and thefacility started operations on xxx date.

2! &+TR(%5CT&(+

his section should state the version of the Project Closeout Report (%raft, +nitial, or /inal) anddate ($onth and year) of the report +nclude where the project is located

Example: This is the Draft project closeout report for the XXXX project. This document wascompleted on December !"!. The project is located at xxxx #aboratory$.

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The laboratory project team organization is shown below.

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XXX Laboratory, Director

Contract or Project Director

Advisory Committee


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1ased on the D-" Independent 2roject 3eview, which judged that the project needed toenhance procurement staff, the project management staff,$.. changes to the managementteam were made including$

In 4uly !"!, due to magnet delivery delays, the project also added the followingorganizations to the management team$

! PR()*CT A 4*1&+*

his section docu$ents the project Perfor$ance 7aseline (P7) that consists of the scope, cost( otal Project Cost or PC), schedule (Critical %ecision or C%*& date), funding profile, and other infor$ation approved at C%*4 and what was achieved at C%*&

!9 4cope Aaseline

his section describes the project scope and Key Perfor$ance Para$eters (KPPs) that wereapproved at C%*4 and the KPPs achieved at C%*&

Example 1 0 Technical 2roject5The project, located at xxx lab, designed, constructed, tested,and commissioned an xxx facility. The project was declared complete and the following wasachieved0

• *acility has completed construction of the XX building and is ready for occupancy• Ion source is accelerated up to a minimum energy of xxx (e6 pea7 for xx seconds• alculations have shown that xxx has been achieved.• *our experimental facilities installed without beams.

The planned and final threshold 7ey performance parameters 8922: of the project are listedbelow0

Description of Scope CD-2 Threshold KPP

KPP Achieved at CD- CD-2 Threshold KPP !et or Exceeded"

*acility ;ize Xx,xxx ;* Xx,xxx ;* &xceeded 1rightness < 9e6 < 9e6 (et ;patial 3esolution " nm " nm (et

&nergy 3esolution !." me6 !." me6 (et &xperimental *acilities = = &xceeded

>ote0 The threshold 922s are the minimum parameters against which the project?s performance is measured when complete. +t D- , the documented threshold 922scomprise the official 2erformance 1aseline.

Example 2 0 onventional onstruction 2roject0 The project, located at XXXX designed andconstructed general office space and a laboratory building. The project also demolished

space to meet the one-for-one space re'uirements. The project was declared complete whenthe XX building was complete, and commissioned.

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The planned and actual threshold 922s of the project are0

Description of Scope CD-2 Threshold KPP KPP Achieved at CD- CD-2 Threshold KPP !et or Exceeded"

*acility ;ize Xx,xxx ;* Xx,xxx ;* (et

Demolition Xx,xxx ;* Xx,xxx ;* (et #&&D ertification @old 2latinum &xceeded

>ote0 The threshold 922s are the minimum parameters against which the project?s performance is measured when complete. +t D- , the documented threshold 922scomprise the official 2erformance 1aseline.

!2 Cost Aaseline

his section describes the project cost baseline approved at C%*4, the final cost achieved at C%*&, and a brief description of differences in contingency usage from planned 6ersus actual!

he W7S categori8ation and level included will depend on what is discussed in the Project53ecution Plan (P5P) /or e3a$ple, if the P5P included a W7S at >evel 6, then this closeoutdocu$ent should also include the final cost at W7S at >evel 6 he purpose for this re uest is toallow other projects to use historical cost data of a co$pleted project

'lso, include the final project 5ngineering %esign +nspection and 'd$inistration (5%+') versusconstruction cost breaGdown and the contingency usage trend (contingency re$aining as a

percentage of 5'C and 7'C) throughout the project period

Example 0 The Total 2roject ost at D- was ABC


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Ta#le $%Pro&ect Cost S'mmar(

$) S * $)S Title

Total +Kat CD-2

,inal Act'al

Costs +K. Contin/enc( 0sa/e Description

".!" 2roject (anagement F,B!! =F,!=! ontingency was used to augment G+ staff andoversight needed for additional * scope.

".!= +ccelerator ;ystems "C!,

".!B onventional *acilities 8 *: "EE,!!! "FB,H"H

1ids were lower than estimated. Thus, the projectincreased the size of the * to utilize contingency.

+dditional contingency was used to modify the

foundation depth, which was incorrectly designed.T& Direct =

".! 3)D =H,F!! EB,C!!Jsed less contingency than planned due to better thanexpected crystal growth rate and 'uality in

&xperimental *acilities.

".!F 2re-%ps E , !! EC,"!!Jnderestimated pre-ops labor hours for testing andcommissioning resulted in higher than expectedcontingency usage.

%2 Direct

:" , !! ", !!

4PC 5 333 5 333Total Pro&ect Cost TPC. 67 33 67 33

• %ther 2roject osts 8%2 : includes onceptual Design, 3)D and 2re-%perations.• Total &stimated ost 8T& : onstruction includes 2reliminary and *inal Designs, construction,

project management, and other costs not captured in %2 .• Total 2roject ost 8T2 : includes T& 2&D, T& onstruction, and %2 .

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$)S* $)S 8A!E Total +K at CD-2 Act'al +K.

1 9999 Pro&ect T4TA EST;!ATED C4ST

1= 3>3"."." 2roject (anagement A=,BC< AB,!!C

".". &nvironment, ;afety ) Kealth A ,H"B AE,< "".".= 2roject ;upport A"B,H!! A"C,

1 Accelerator S(stems +173 33 +23= 3=1".=." +ccelerator 2hysics AC,F

1

1


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Ta#le $B1%ED;A Cost Compared to Constr'ction ED;A as a of Constr'ction Cost >2 3

Cost Cate/ories Pro&ect +

K. 8on-Pro&ect +

K. Comments

En/ineerin/ +67 331

1> Design 8+ &, tech specs.L conceptual, preliminary, and final designL as-built drawings, etc.: Mes >o

6alue &ngineering Mes >o

Design 3eviews Mes >o

Design ;upport 8i.e., soil testing, vibration testing, seismic analysis, etc., needed for design: Mes >o

%ther 8specify: Mes >o

!ana/ement +=5 26

1=

Design (anagement Mes >o

onstruction (anagement Mes >o

2roject (anagement 8cost estimating, scheduling, project controls, ris7 assessment, etc.: Mes >o

G+ Inspection testing acceptance etc. Mes >o

2rocurement and ontracting Mes >o

#egal, +ccounting, 3eal &state Mes >o

%ther 8specify: >o >o

ES ? += 33

>

&nvironmental 2ermitting Mes >o

;afety documentation Mes >o

;afety Inspection Mes >o;ecurity Mes >o harged via overhead on direct costs


Constr'ction ,a#rication + 35 5=3

1uilding Mes >o #and is D%& property and there is no cost tothe project.

;pecial &'uipment 8i.e., microscopes, probes,instruments, detectors, etc.: Mes >o

+lso includes installation and labor costs ofcomponent fabrication and testing

;tandard &'uipment 8i.e., furniture, office e'uipment,benches, 7itchen e'uipment, audio visual, etc: Mes >o

Demolition Disposal Mes >o

Research and Development S13 373

Commissionin/ Testin/ or Start-'p Testin/ +26 >37


Contin/enc( +1 233

Total Pro&ect Cost +67 33 +3L5%+' as a M of ConstructionN (5ngineering -anage$ent 5S )1Construction1/abrication

The project contingency usage history as a function of time is shown below.

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!3 4chedule Aaseline

he schedule baseline is the C%*& co$pletion date his section needs to include the C% dates planned or established at C%*4, and the actual C% dates 'lso, include in this section a su$$ary

schedule showing $ajor $ilestones and activities, durations, and the critical path+f applicable, include in this section other $ajor events that occurred that $ay not have been

planned such as $ajor reorgani8ation of the project, a baseline deviation, or other events

Example 0 The following Tables list the planned 7ey schedule milestones versus actualcompletion dates.

Ta#le 99

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evel 9 !ilestone Sched'le at CD-2 Act'al D-!, +pprove (ission >eed < !F < !FD-", +pprove +lternative ;election and ost 3ange " "E !C " E !<D-=a, +pprove #ong #ead 2rocurement " "< !H " < !HD- =, +pprove 2erformance 1aseline and ;tart ofonstruction < !"! C !"!D-E, +pprove 2roject ompletion 8defined as delivery of

components: = rd Guarter, *M !"B " "B !"B

Ta#le 99B1 evel 9B1 !ilestone Planned Sched'le Act'al

$)S 1 Accelerator S(stems +ward of 3* omponent ontract B !"! F H !"! +ward of (agnet ontract "! !"! "" "H !"! +ward of 6acuum ;ystem ontract "" !"! "" !"!

$)S 1< Experimental ,acilities

1eamline *inal Design omplete = !"" = B !"" &xperimental *acility Installation ;tart B !"= F =! !"= &xperimental *acility ommissioning omplete H !"E H "= !"E

$)S 1


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!> Bor Area do#n 4tructure

+nclude a WorG 7reaGdown Structure (W7S) and W7S dictionary he W7S categori8ation andlevel included will depend on what is discussed in the Project 53ecution Plan (P5P) /ore3a$ple, if the P5P included a W7S and W7S dictionary at >evel 6, then this closeout

docu$ent should also include the final W7S and dictionary at >evel 6 he purpose for thisre uest is to allow other projects to use historical cost data of a co$pleted project

Example 0 *inal 1; at level is defined as follows.

$)S * $)S Title $)S DescriptionTotal Estimated Cost TEC.

"." 2roject (anagement

#abor, materials, travel, and fixed costs associated with operations of the xxx 2roject %ffice, including the offices of the 2roject Director and staffLthe project support functionsL environment, safety, and healthL 'ualityassuranceL configuration managementL and document control.

".= +ccelerator;ystems Design, engineering, procurement, construction, installation, and testing of components necessary for the accelerator.

".E &xperimental *acilities

Design, engineering, procurement, installation, and commissioning,without beam, of the three insertion devices instruments included in the

project scope.

".B onventional *acilities

Design, engineering, construction of conventional facilities includingoffice buildings, laboratory space, experimental facility space, tunnels forthe systems, and par7ing lots.

4ther Pro&ect Cost 4PC.

".

3)D and

&ngineeringand Design

2erform all 3)D, conceptual design and engineering, and specificationactivities associated with the project.

".F 2re-%ps

osts associated with all support needed for the transition to operations of subsystems including commissioning of the conventional facility, testingand start-up of technical systems, spares, and any consumables usedduring 2re-ops.

#evel = 1; dictionary is included in +ppendix D.

! "unding Profile

he purpose of this section is to co$pare the funding profile that was approved at C%*4 and theactual funds received by the project

Example 0 Table + and +N" represents the funding profile approved at D- and actual fundsreceived by the project.

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Ta#le A%,'ndin/ Profile Approved at CD-2

,iscal Fear ,F3= ,F3

7 ,F3 ,F3

5,F1

3,F1

1,F1

2,F1

>,F1 ,F1

6 Total +!.4PC +6 +17 +1= +1> + +2 += +1 +1 + +5

3)D and Design AB A"C A"F A"= AE A" ABB 2re-%ps A" AF A"E A"E AE A=H

TEC +2 +1 +137 +5 +122 +51 +>> +16 +3 + 6 2&D A A"< A " AE!

onstruction A +21 +3 + 6 2&D A A"< A " AE!

onstruction A


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The demolition contractor staffing data was not available and thus is not included in the profile.The contract cost of the demolition wor7 was A"!( and the wor7 was performed during 4une

!!H to *ebruary !"!.

!E *n6ironmental ReFuirements8Permits

%iscuss in this section project environ$ental re uire$ents and per$its that was planned andwhat was actually perfor$ed +nclude any $ajor issues encountered (i e , any archaeologicalfindings during e3cavation, historical land$arG issues, lawsuits and the outco$e, etc )

Example: The >&2+ documentation re'uired for this project was an &nvironmental +ssessment 8&+: and a *inding of >o ;ignificant Impact was determined prior to D- . Kowever, during the project site clearing and excavation, an old Indian artifact wasdiscovered that re'uired$

!G 4afety Record

+nclude in this section the project safety record

Example 0Table +1 summarizes the yearly project safety record by organization and type.

;ee +ppendix D for the specific injury data.

Ta#le A)%S'mmar( of Pro&ect Safet( Record

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D! C1(4*(5T 4T T54

he purpose of this section is to address status of closeout activities that need to be perfor$ed/or the %raft PCR9which is co$pleted prior to C%*&, $any of the closeout activities willnot be co$plete /or the +nitial PCR, due .# days after C%*& approval, $ost or all of thecloseout activities will be co$plete When all closeout activities are co$pleted, the /inalPCR will be sub$itted he following is a list of closeout activities that $ay need to be

perfor$ed by a project (select those that are appropriate) +nclude the date when the status isassessed

• Perfor$ance10uality 'ssurance Closeout

• 'd$inistrative Closeout

• /inancial Closeout

•

Contract Closeout• 5 uip$ent %isposition,

• Other

Example 0 +s of the end of December !"E, the following is the status of closeout activities.

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Activit( and DescriptionComplete% Fes or 8o"

Planned Completion

Date"

Planned Remainin/ Costs +K."

ompletion of punch list items >o = =! "B A!omplete &nvironmental 2ermitting Mes

&'uipment Disposition Mes

+dministrative loseout5 ost associated with contract and financial closeout activities. >o !F =! !"B A"!!

ontract loseout5there is a claim for AB!!9 by the onstructionontractor

>o !F =! !"B AH!!

*inancial loseout5will be closed after contract closeout iscomplete

>o !F =! !"B A !!

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E! 1*44(+4 1* R+*%

he section should discuss good worG practices, innovative approaches, negative e3periences,subcontractor perfor$ance, deviations fro$ what was planned versus what was perfor$ed,

une3pected events encountered, and other lessons learned by both the /ederal and contractor personnel he lessons learned should include the following topical areas2

• 7acGground and Su$$ary9a narrative of how the project proceeded What was the projectfocused on, concerned about, surprised by, and how did it deal with these things

• echnical,• Cost, Schedule, and /unding• Safety and 0uality,• Operations and Co$$issioning Planning and Readiness• -anage$entQ

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G! P=(T(4

+nclude photos of the project as it progresses fro$ initial stages to project co$pletion Pleaseinclude the date and the description of each photo

H! PR()*CT %(C5 *+T RC=&;*4 +% 1(C T&(+4

+nclude in this section, where project data and docu$ents are stored or archived such as anarchival point of contact

Example 0 2roject documents are archived at https0 www.admin.xxx.gov xxxx or

4ohn Doe" =-EBF-"EBF

&-mail address

XXX #ab 1uilding XXX, 3( "!" XXX 3d XXX

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PP*+%&C*4

he projects should use the appendices to include supporting data, additional details, or $oreinfor$ation than what is suggested in the $ain te3t of the docu$ent he following aree3a$ples of what can be included as appendices he projects are not li$ited to what is

included as e3a$ples in the docu$ent

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ppendix

%etailed W7S %ictionary

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ppendix A

%etailed echnical Perfor$ance 'chieved

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ppendix C

-ajor 53ternal Reviews

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ppendix %

;ummary of 2roject Injuries

Date4r/aniGation T(pe Description of ;n&'r(

" !!H ontractor 3ecordabl e ontractor tripped on a roc7 and cut 7nee.

"! "B !"E #ab D+3T

@raduate student accidentally sprayed cleaning solvent in eye and wasta7en to hospital.

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ppendix *Project RisG Registry

4I

Documents

SC Project Closeout Report v6