Project Close

Formally conclude the project with these closing activities:

1. Conduct Project Retrospective with the Customer

   • Begin summary of project to prepare for Project Close and Retro meetings
   • Document project successes and challenges
   • Identify process improvement opportunities
   • Facilitate Customer Retrospective sessions
   • Distribute CSAT survey to stakeholders

2. Conduct Executive Close-out

   • Update/send executive summary of project and obtain signoff of completion by the Customer
   • Document final results within internal retro issue
   • Be sure to include:
     • Strategic outcomes achieved
     • Opportunities for future business

3. Conduct Internal Retrospective Meeting

   • Review summary of the project and add details to the Internal retro issue
   • Conduct Internal Retro meeting
   • Update delivery kits with new templates
   • Transfer Organize all project documentation within the Customer Folder

4. Close Out Project Systems

   • Within Kantata:
     • For Fixed Fee Proejcts and all respective Milestone tasks, complete the following:
       • Sign-Off Sent: Update this custom field when the acceptance request email is sent.
       • Sign-Off Received: Update this custom field when customer acceptance is received or passive acceptance is achieved. Attach the acceptance email (in PDF form) to the milestone.
     • Passive Acceptance Utilized: If passive acceptance is used, update this field accordingly
     • For both FF & T&M scenarios, attach the acceptance email or milestone document to the milestone
     • Update actual start/kickoff/end dates
     • Once the internal retro documentation and meeting is complete, set the Project to "Completed"

   Note: Only top-level milestone fields should be updated. Sub-activities within the milestone remain unchanged.

   • Slack
     • Archive Customer and internal Slack channels

5. Notes on Revenue Sign Off

   Revenue Release T&M Projects

   • Revenue is recognized and released at the end of each month.
   • Project hours must be logged weekly via the time sheet function in Kantata. Professional Services Engineers (PSEs) or Project Managers (PMs) log time against the project, and the Project Lead or PM approves these entries weekly.
   • At the end of each month, the Project Coordinator (PC) compiles all approved timesheets and submits the consolidated report to Finance for review and revenue release.

   Revenue Release FP Projects

   • Revenue is recognized upon receipt of customer milestone acceptance or upon the completion of passive acceptance (according to the SOW terms).
   • The PM updates set the Milestone in Kantata to "complete" when the Customer signs off on the closure document
   • If passive acceptance is applicable per the SOW, the Customer has 5 business days to approve or deny before we can set the milestone to "complete". Day 1 is counted as the day the notification is sent.