Project Closure Workflow

What happens if the sponsor does not accept the completion criteria?

The workflow routes to the project team, who complete a task to record how outstanding items were resolved. Once that task is submitted, the workflow returns to the sponsor acceptance step so the sponsor can review the updated information again. This loop continues until the sponsor selects Accept, and each round of comments and decisions is saved to the record's timeline.

Can this handle a project with no outstanding actions at closure?

Yes. The project manager can note there are no outstanding actions on the initial request form, and the sponsor can still accept completion criteria straight away. If the sponsor accepts on the first pass, the workflow moves directly into finance, procurement, and project manager close-out tasks without looping back.

Who is responsible for each task in this workflow?

The project manager submits the initial closure details and later records handover notes, lessons learned, and the archive location. The sponsor reviews and accepts completion criteria, finance confirms final cost and budget/purchase order closure, and procurement confirms supplier contracts are closed. All tasks are assigned to team members in the workspace, and the workflow waits for each one before moving to the next step.

What if finance or procurement misses their due date?

Finance and procurement tasks are due in 5 days, and the workflow waits until each task is completed before continuing. A missed due date does not stop the process automatically, but the record's status and timeline show that the task is still open, so the team can see where a project is stalled and follow up directly with the assigned person.

Can we change the due dates or add more close-out tasks?

Yes. Due dates, task assignments, and steps can be adjusted by describing the change in plain English or by editing the workflow directly in the editor. Earlier versions of the workflow are kept, so changes can be reviewed or reverted if needed.

What if we need to add a payment step for outstanding invoices during closure?

A workspace can connect Stripe for online payments, and a payment step can then be added into the workflow at the appropriate point, such as during finance close-out. Connecting Stripe on its own does not change the workflow; the payment step needs to be added explicitly where it's needed.

Does the sponsor need an account to review and accept the closure criteria?

No. The sponsor receives an emailed form showing how completion criteria were met and any outstanding actions, and responds directly with Accept or Not accepted plus comments. Their decision and comments are saved to the record without requiring them to log into anything.

What gets recorded if the project manager needs to prove closure steps were followed?

The record's timeline captures every status change, task submission, and emailed form response, including the sponsor's decision, finance and procurement confirmations, handover notes, lessons learned, and archive location. Each business should confirm its own record-keeping requirements, but this timeline provides a clear, dated history of what happened at each step.

Can the same project manager be notified at different points in the process?

Yes, the workflow emails the project manager an acknowledgement with the reference number right after submission, and again once the project status is set to Closed. This keeps the project manager informed at both the start and end of the closure process without any extra manual follow-up.