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.

Key Action 1 Form a cross-discipline team to plan and implement project close-out activities.
Who

Country representative with the head of programming and head of operations; project manager or chief of party; finance manager; human resources manager; supply chain manager or equivalent; IDEA staff as applicable (e.g. for centrally-managed awards)

When
  • For multi-year projects: Form the project close-out team between 12-18 months before the project end date, depending on project length and complexity.
  • For projects of 12 months or less: Form the project close-out team 3-4 months before the project end date.
  • Pay special attention to the project end-dates for externally-funded projects, as award close-out, particularly for donors with more complex administrative and financial closure requirements, may be particularly demanding and require earlier formation of the project close-out team.
Key Action 2 Develop a comprehensive, realistic project close-out plan that details roles, responsibilities, timelines and activities, and reflects donor requirements.
Who

Project manager or chief of party; 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; partners; other subject-matter experts

When
  • For multi-year projects: Develop the initial project close-out plan between 12-18 months before the project end date, depending on project length and complexity.
  • For projects of 12 months or less: Develop the initial project close-out plan 3-4 months before the project end date.
Key Action 3 Closely monitor and manage implementation of the close-out plan, including timely communication with the donor.
Who

Project manager or chief of party; members of the cross-discipline project close out team, which typically includes staff from programming (including MEAL), finance, supply chain management, human resources, ICT, and other operations teams; partner project staff; country program senior management or the project-specific Close-out Core Group (as applicable); headquarters staff (as applicable)

When
  • Ongoing from the start-date of the project close-out plan, through the project end date and award close-out if applicable typically:
    • For multi-year projects: Beginning 12-18 months before the project end date/award expiry
    • For projects of 12 months or less: Beginning 3-4 months before the project end date/award expiry
Key Action 4 Prepare and store all required close-out documentation and other key project documentation, records, and data.
Who

Project manager or chief of party; 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); IDEA or other HQ staff

When
  • Develop/finalize a plan to retain, archive, or dispose of project documents, records, and data 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.
Key Action 5 Engage with partners, project participants, and other key stakeholders throughout the close-out period, to manage relationships and expectations.
Who

Project manager or chief of party; CRS and partner project team; partnership and capacity strengthening specialists as needed; country program senior management team

When
  • Per the project close-out plan, typically:
    • For multi-year projects: Starting at least 12 months before the project end-date
    • For projects of 12 months or less: Starting at least 3 months before the project end-date