Key Actions by:

Standard 16: Accountable and timely project close-out.

Close out the project in a way that is responsive and accountable to participants, partners, host or local governments and donors.

Prepare and store all required close-out documentation and other key project documentation, records, and data.

  • Who

    • Primary responsible: Project manager or chief of party (PM/CoP)
      • The PM/CoP works with other project and close-out team members to develop a project information close-out plan and ensure project close-out documentation and other key project documents, records, and data are complete and properly stored.

    • Others involved: Members of the CRS project team; members of the CRS cross-discipline project close-out team, which typically includes staff from programming (including MEAL), finance, human resources, supply chain management, ICT, and other operations staff (including the head of operations (HoOps)); IDEA or other HQ staffFor example, PIQA Global Grants; HQ Overseas Finance for USG prime awards.
      • Members of the project team work with the PM/CoP to prepare final project deliverables and ensure documents from earlier phases of the project cycle are complete and properly archived.
      • Members of the project close-out team prepare close-out documents and archive per the agreed protocol or share with the PM/CoP for archiving.
      • The HoOps, or the country program Records Coordinator appointed by the HoOps, incorporates the project-specific record retention plan into the country program Record Retention Schedule, per the CRS Records Management Policy.
      • For centrally-funded awards, IDEA or other HQ staff support with saving final project documentation to CRS internal systems (e.g. Gateway).

  • When
    • Develop/finalize a plan to retain, archive, or dispose of project documents, records, and data (digital and otherwise) early in the close-out process.
    • Retain agreed documents, records, and data after finalization and submission (as applicable), in line with the project close-out plan and any donor deadlines.
  • Partnership
    • Work with partners to ensure they provide CRS with all project intellectual property as defined in the sub-agreement and retain project data which they have collected or generated per the terms of their sub-agreement with CRS.
    • Support partners as needed with proper disposal of project data and decommissioned ICT devices.
    • Support partners with archiving data in a manner that allows for future access to data if needed while safeguarding sensitive information, particularly project participants’ personally identifiable information. This may include helping them with identifying appropriate naming conventions for archived files and folders and identifying appropriate data archiving platforms.
  • When CRS is a sub-recipient
    • Follow the process above, keeping in mind any special requirements from the prime.
  • Emergency projects
    • Follow the process above, keeping in mind that in emergencies, there may be more close-out decisions requiring documentation given the fluidity and rapid pace of emergency projects.
    • In large emergency responses, there may be multiple emergency projects with complex and diverse funding sources and requirements. Detailed documentation of financial management decisions in the close-out period is even more important in such situations.
    • In complex emergencies, there may be greater sensitivities and additional considerations around protecting project participant data.