I want to close a project...
by ensuring that all obligations have been met
This tool helps organize your projects paperwork, contracts, and administrative work.
WHAT is it?
The Checklist covers three important areas: Contract Closure, Financial Closure, and Administrative Closure. You will need to work through each of these systematically, with who ever remains in your team.
HOW do I use it?
Amira from UNITAS extended the contracts of her Logistics Officer and a Project Officer for project closure. They immediately spotted that a minor delayed activity had not been completed. This was easily rectified with the delivery of xxxxxx, and after amending the xxx form, this deliverable was closed.
Contract closure: Your team will have managed multiple contracts with suppliers of goods and services. Have all these contracts been closed and all sub-contractors paid? Other contracts include those with donors, partners and implementing organizations – have all of these been formally ended? Has your donor reviewed and accepted project deliverables?
Financial closure: You need to check whether all permitted funding has been received from your donor, and that all ‘receivables’ (project advances, travel advances, advances to suppliers) have been liquidated or transferred to another project number or accounting code. Have you paid all of your invoices?
Administrative Closure: Check that all project staff and those on contract have been released or reassigned to another project. Have your vehicles, office equipment and offices been reallocated, sold or transferred?
Finally, you need to check that you have completed all project reports and closure documents. Lastly, ensure that your project archives and/or files are up to date.
WHEN do I use it?
You have reached the end of your project and completed all of the meetings necessary to close out activities (see After Action Review). All internal and external stakeholders (donors, partners, community groups and your Project Board or Project Sponsor) have verified that the scope of the project has been achieved and that the deliverables are accepted. You then use the Project Closure Checklist as a tool to make sure that all of your paperwork, contracts, and administrative functions are concluded in professional way.
Who is involved?
Users are free to copy/redistribute and adapt/transform
for non-commercial purposes.
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