Closing a Project
🌅 Project Sunset, Suspension, and Transition Protocol
This document outlines the mandatory steps for formally concluding or pausing a project. Adherence to these procedures ensures proper resource management, security, and accurate record-keeping when any of the following statuses are declared:
Scenario 1: ✅ Project Completed: The project is successfully finished, and all deliverables have been approved by the client for V1, V2 or maintenance deliverables.
Scenario 2: ❌ Project Cancelled: The project has been formally terminated, either before completion or during a maintenance phase.
Scenario 3: ⏸️ Project Paused (Inactive): The project has been put on hold by the client, the internal team (LCA), or both parties, with the expectation of a future restart.
Tool/Section | Action | 1.✅ Completed | 2.❌ Canceled | 3.⏸️ Paused (Inactive) | Responsibility |
|---|---|---|---|---|---|
1. Plutio (PM Tool) | Status Update | Change to "Completed." | Change to "Canceled." | Change to "Inactive/Paused." | PM |
Status Comment | Add final project summary. | Add official cancellation reason/date. | MANDATORY: Note reason for pause and expected resumption date. | PM | |
Task Review | Mark all outstanding tasks as "Complete." unless in Backlog | Move remaining tasks to "Won't Do" column. | Only close truly complete tasks. Defer future tasks. | PM/Team Lead | |
Archive Project | Archive the project entry. | Archive the project entry. | DO NOT Archive. Keep in the inactive view. | PM | |
2. Slack (Communication) | Final Announcement | Post, Pin, and include final deliverable link. | Post, Pin, and include links to current work/docs. | Post, Pin, and state that the channel will be Muted. | PM |
Archive Channel | Archive channel and paste link in Plutio status comment. | Archive channel and paste link in Plutio status comment. | DO NOT Archive. Muting is sufficient. | PM | |
3. Deliverables & Assets | Centralize Files | Ensure permanent internal copy of all final files is saved. | Ensure all current work and code is saved as the final internal record. | Ensure latest working version of all files is saved in the primary folder. | PM |
Client Transfer | Complete formal Deliverable Transfer and obtain client sign-off. | Deliver only contractually required partial deliverables. | DO NOT Transfer—retain all project IP internally. | PM | |
4. 💰 Finance & Billing | Final Invoice | Confirm Final Invoice has been sent/paid, and account is closed. | Confirm final Cancellation Invoice (if applicable) is sent. | Adjust/Stop Recurring Billing for project activities until resumed. | Finance/PM |
Billing Check | Confirm no recurring project costs remain. | Verify all costs have ceased. | Confirm only necessary holding costs remain. | Finance/PM | |
5. Access & Systems | Handover Ownership | Transfer administrative ownership of live systems/accounts to the client. | DO NOT Transfer ownership unless legally required. | DO NOT Transfer—retain all internal access. | PM/IT Admin |
Revoke/Cleanup | Revoke internal access and Decommission project-specific resources. | IMMEDIATELY Revoke ALL internal/vendor access and Decommission ALL Resources. | ONLY Decommission "Expensive" Temporary Resources (e.g., scale down servers). DO NOT remove team access. | PM/IT Admin |
💡 Optional: Final Review/Retrospective
Action | Notes | Responsibility |
Schedule Retrospective | Host a final team meeting to discuss Lessons Learned (what went well, what could be improved). | PM |
Document Findings | Summarize the key learnings and add them to a central knowledge base. | PM |