This post was published to Mentor & Author at 8:11:21 AM 9/29/2015

How procurement staff assist in project closure?

Everyone wants a project to start soon. But all want the project to get over sooner. Nothing is more
demanding than a work half done. A proper project closure could lead to future orders. Project closure
brings the much need cash and demobilizes project staff to new assignments. It also brings cheer to the
local neighborhood. They are happy that the construction rattle is finally over.

This post focusses on the important part played by procurement staff during project closure.

Procurement generates huge amounts of documents.

 Purchase orders
 Vendor drawings
 inspection reports
 release notes
 operation and maintenance manuals
 list of spares
 Vendor contact details
 dispatch documents
 evidence that there are no claims
 site receipts
 invoices
 payment advice

Procurement staff collect and compile these documents from the outset. Why? Submission and
acceptance of project closure documents provides assurance of completion.

So how to do this? Procurement staff study the prime contract and filter out the clauses. For example, a
contract might ask you to collect spares information in a certain format. If this is not done during order
execution, it will become more difficult later. Existing staff may leave or get transferred. New people
might not be clear about the closure.

I feel that there is always a gap between the contract clauses and reality. Hence, it is worth the effort to
make some sample vendor files and send it to the client. Getting client concurrence will help you cruise
this difficult activity with ease. Care should be especially taken about the end user i.e. the operations
department.

Compile the data sheets and operations manual. Even more important is the list of spares and vendor
contact details. A simple project could have as many as 200 vendors. Imagine if someone has to collect
contact details.
 vendor contact

Item name vendor name contact person contact number

Bharat Engineering
Washers Mr. Riyaz 9892602579
Works

Of utmost importance is the legibility. Once a vendor submitted the fire water pump GA drawing in A4
size. It was hardly legible. What if someone took out the drawing and found out that it was not legible.

Proper planning can prevent project closure from becoming a project in itself.