Project Closure

Once a Project has been activated, a new 'Closure' menu option becomes available on the Project in the Management Console, where you can close the Project:

• Close (following normal completion of the Project, following the passing of the project end date)

• Transfer (close the project early, as a result of key project team members leaving the institution)

• Terminate (terminate the Project early)

All users that have access to the Project in the Management Console are able to close / re-open a Project.

You can initiate the closure of a Project from the Closure screen, which is accessible from:

• 'Closure' menu in the left-hand navigation of the Project page

• 'Close' action from the Project > Edit page

• 'Close' action from the Active Projects search page

The Closure screen summarises the following content:

• Project end date (flagged if in the future)

• Deliverables (flagged if any are outstanding)

• Change requests (flagged if any are outstanding)

• Closure checklist status (if enabled) (flagged if incomplete)

• Draft budget (flagged if there is one open)

• Budget transfer (flagged if there is one in progress)

A Project cannot be closed (the 'initiate closure' button is disabled) if:

• The closure checklist (if enabled) is not complete

• There is a remaining draft budget (note this can be due to an in-progress budget transfer)

• There is a budget transfer in progress

Any outstanding Reviews and Deliverables will automatically be closed upon Project closure.  Any outstanding Change requests will remain unmodified upon Project closure.

Note that where a user doesn't have access to a closure action (e.g. Research Manager (Funding) and Finance Manager (Funding) do not have access to Budget Transfers), the relevant action button is disabled.

Once all outstanding actions have been completed and the 'Initiate closure' button is enabled, select 'Initiate closure' to begin the closure action.  First select the desired outcome:

Following successful normal completion of the Project, following the passing of the project end date (where the current status of the Project would normally be 'Complete'), select the 'Close' action.  The screen will then re-load, enabling you to capture the following information:

Where you wish to close the project early, as a result of key project team members leaving the institution, select the 'Transfer' action.  The screen will then re-load, enabling you to capture the following information:

There the Project is terminating early, select the 'Terminate' action.  The screen will then re-load, enabling you to capture the following information:

Once you have populated all values as desired, select 'Close' (you will be asked to confirm the action).  To abandon the closure, select 'Cancel'.

Depending on the closure action selected, the project status and outcome will be updated as follows:

Once a Project has been closed, you can still modify some of the closure information.  Go to go to [Project] > Closure summary, and select 'Edit closure details'.

You can modify:

• Termination / Transfer date

• Termination reasons

• Close / Termination / Transfer notes

If you need to change the closure outcome (e.g. from simply Closed to Terminated) or the Close Date, you will need to re-open the Project (as per details below) and process a new closure.

You can re-open a closed Project via the Closure Summary screen, which is accessible from:

• 'Closure summary' menu in the left-hand navigation of the Project page

• 'Re-open' action from the Project > Edit page

• 'Re-open' action from the Closed Projects search page

Select 'Re-open project'

Re-opening a Project will return it to its previous Status (i.e. Complete, Active, Pending start date), and will re-enable the full closure action (with all previously populated closure content deleted).