Module 8: Project Closeout - Table 1 - Procedural checklist (general)

Sep 12, 2026

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Module 8 provides structured guidance for closing a research project, covering procedural confirmation, documentation readiness, asset and data handling, and communication of key messages. It includes a project closeout template that captures objectives, completed activities, achieved versus unachieved deliverables, business plan and benefit cost analysis inputs, and reasons for termination or shelving. It also addresses team alignment, post-project review recommendations, income and outstanding payments, partnerships, agreements, and requirements for restarting or transferring the work.

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Module 8: Project Closeout

Table 1: Procedural checklist (general)

Table 2: Project closeout template

Table 3: Financial closeout template

Module 8: Project Closeout Table 1: Procedural checklist (general) | 1. | Is there a project closeout template completed for the research project? | | --- | --- | | 2. | Have the relevant University administrative staff been advised that the project will end? | | 3. | Have the relevant project staff been advised that the project will end? And have you informed them of University support for placement on other projects? Have you provided objective feedback to all project team members for their contribution to the project and planned to celebrate project achievements? | | 4. | Is the necessary information available to compile a technical and financial report and/or final report? | | 5. | Are you aware of how project reports will be used and whether project information or reports will be published (and where) by the project funder? | | 6. | Is there a register of assets from the project and have decisions been made about how assets will be treated at the end of the project? | | 7. | Do you know how and where project data will be stored and how data that does not need to be kept will be destroyed or returned to the project funder? | | 8. | Are all project team members aware of any confidentiality agreements on project data, and anytime specifications on confidential matters, including what can and can’t be published from the project and the process to get permission to publish? | | 9. | Do you have a register of all project IP, including an up to date list of all registered rights? | | 10. | Have you undertaken a post-‐project review and made recommendations for future projects? | | 11. | Are all team members aligned to the key messages from the project that need to be communicated to different project stakeholders? | Module 8: Project Closeout Table 2: Project closeout template | Category | Content & Reference | | --- | --- | | Project objectives | Check Project Definition in [research project management system] . Note here that the project objectives are up-‐to-‐date | | Summary of activities completed | Check in Technology Development Strategy in [research project management system]. Note here that the completed activities are upto-‐date | | Project key
deliverables/outcomes:
Achieved vs Not achieved | Refer to original milestones in [research project management system] and milestone reports where available. List status of each milestone here. | | Business Plan and Benefit Cost Analysis (BCA) | Confirm Business Plan (if one prepared) is in [research project management system] .
Confirm most recent BCA is in [research project management system] and provides Net Present Value (NPV) and BCA calculations and assumptions. | | Reason for terminating or shelving. | Short explanation
1) normal; project ended as planned,
2) premature; project ended early with some parts eliminated
3) perpetual; project extend due to increases in scope
4) failed; project could not be completed
5) changed priority; shifts in organisation priorities due to changes in market or technology | | Project Team and Steering Team | Refer to Resources in [research project management system] . Note here that project team members list is up-‐to-‐date. List Steering Team members and contact details | | Total project expenditure and effort. | Expenditure ($), effort (research person years) by financial year. Research Organisation/Supplier contribution ($)
[Organisation] contribution ($)
Contributions from other sources ($) (include cash and in-‐kind contributions separately) . | Go8 Future Research Leaders Program, Module 8 2 of 5 | Income received | Any income received from consultancies or other external activities by members of project team during the course of the project. | | --- | --- | | Outstanding payments | Report outstanding payments by third parties to Research Organisation/ [Organisation] and by Research Organisation/Supplier to [Organisation] . | | Commercial
partners/contacts | List commercial partners

FAQs

What procedural confirmations are required at project closeout?

Confirm the closeout template is completed, relevant university administrative staff and project staff are advised of project end, and team members receive guidance on placement and celebration of achievements. Also verify you have the information needed for technical/financial and final reporting.

What information should be included in the project closeout template?

Include project objectives, a summary of completed activities, milestone status for key deliverables/outcomes, business plan and benefit cost analysis details, and a documented reason for terminating or shelving. Provide team and steering team listings, total expenditure/effort by financial year, and additional items such as IP, publications/reports, assets, and income.

How should data, assets, confidentiality, and intellectual property be handled?

Maintain a register of project assets and decisions for end-of-project treatment, and define how project data will be stored and destroyed or returned when no longer needed. Ensure team awareness of confidentiality agreements and specifications for publication, and keep an up-to-date register of all project IP rights with maintenance and dissemination recommendations.

Sep 12, 2026

Upload by Liam