PMP Process — Managing Technical Aspects Practice Question
During a project closure phase, you realize that several deliverables were completed but not formally accepted by the customer. The contract requires signed acceptance for each deliverable. What should you do first?
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Schedule a meeting with the customer to obtain formal acceptance of the outstanding deliverables
The first and most critical step is to obtain formal acceptance of the outstanding deliverables from the customer. Without signed acceptance, the project cannot be considered closed per the contract. Option A is incorrect because informing the sponsor before resolving the acceptance issue would be premature. Option B is incorrect because lessons learned should be documented later, after acceptance, and closing without acceptance violates contractual requirements. Option C is incorrect because archiving records and closing without acceptance is not allowed.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✗
Inform the sponsor that the project is complete and request closure approval
Why it's wrong here
This action is premature and bypasses a critical step. While the sponsor plays a vital role in project governance and ultimately approves the project's overall closure, their approval is contingent upon the successful completion and formal acceptance of deliverables by the customer. Without the customer's explicit sign-off, the project has not officially met its contractual obligations, and the sponsor cannot legitimately close a project that has not been formally accepted by its intended recipient. This sequence ensures accountability and verifies the project's value delivery.
- ✗
Document lessons learned and then close the project
Why it's wrong here
Documenting lessons learned is an essential component of the Close Project or Phase process, contributing valuable insights to organizational process assets for future projects. However, this activity typically occurs after formal customer acceptance of the project's deliverables. The full scope of project success, challenges, and best practices can only be accurately assessed and documented once the final product, service, or result has been formally handed over and accepted by the client, making this step out of sequence if acceptance is still outstanding.
- ✗
Archive the project records and close the project as the work is complete
Why it's wrong here
Archiving project records is a crucial administrative closure activity, ensuring that all project documentation, contracts, and historical data are properly stored for future reference, audits, and legal compliance. However, merely completing the work and archiving records does not constitute formal project closure in the absence of customer acceptance. Without the customer's explicit formal acceptance, the project has not legally fulfilled its contractual obligations, and the transfer of ownership or liability for the deliverables remains ambiguous, leaving the project in an incomplete state.
- ✓
Schedule a meeting with the customer to obtain formal acceptance of the outstanding deliverables
Why this is correct
This is the correct immediate action because formal acceptance by the customer is the foundational prerequisite for successful project closure. It legally confirms that the project's deliverables meet the agreed-upon requirements and quality standards, signifying the customer's satisfaction and willingness to take ownership. Without this critical sign-off, the project cannot be considered officially complete, nor can the project manager proceed with subsequent closure activities such as releasing resources, updating organizational process assets, or obtaining final financial and administrative closure approvals.
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Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
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