PURPOSE
The purpose of this procedure is to document the steps necessary to close a Work Order and end charges against a completed project.
REFERENCES
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RESPONSIBILITIES
Project Manager (PM): The PM prepares the Project Closeout Form. The PM is responsible for confirming that all procedures related to closing the work order have been completed.
Program Manager: The Program Manager must approve and sign the Project Closeout Form.
Mapping Division (MD): Mapping Division is responsible for signing off on the Project Closeout Form and uploading appropriate project information into Navigate LA. Their signature assures that this important step is not overlooked.
Administrative Services Division (ASD): The Work Order Unit of ASD closes the Work Order and provides notification of Work Order closure to the PM and other offices.
PROCEDURE
Once the PM has determined that all charges by all Bureaus (as applicable), Departments and consultants have been received and posted against the project, the Work Order should be closed. Typical charges against a Work Order are staff time, interdepartmental orders (IDOs), purchase orders, and consultant invoices. The PM should also verify that As-Builts are completed and that the Project Acceptance Board Report has been adopted by the Board of Public Works. The Project Closeout Form is filled out, necessary signatures obtained (such as from the MD), and the completed form submitted to the Work Order Unit of the ASD. The information required is the desired closing date for the Work Order, the Work Order number, and the Work Order title. The PM should indicate all of the Bureaus that have charged against the Work Order in the appropriate check box on the form. The reason for closure should be indicated (Completed, Cancelled, Abandoned, or Denied). The Project Closeout Form should be submitted directly to the Work Order Unit in the form of a signed original copy. Once the original signed Project Closeout Form has been received by the ASD, the closeout phase of the project delivery cycle is complete.
RELATED PROCEDURES
LINKS / ATTACHMENTS
Links
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