FRLP Module 8: Project Closeout
Introduction
In research projects, project closeout is often overlooked or done poorly as the focus moves towards gaining funding for the next project and team members leave to join other projects. Yet closeout is a critical component of the research project that is not just about ticking boxes and transferring responsibility. If it is done well, closeout can provide the platform for future research projects and research funding, but if it is done badly can make it difficult to gain future funding for the individual and the organisation or even have punitive consequences. Of course the time and effort expended in closeout needs to be proportional to the size, value and nature of the project that has been completed. For example:- A project that has been done for the first time will generally receive greater review and scrutiny than something that is more routine in nature, with the review possibly more focussed on the search for better and more efficient future approaches.
- A project that has cost a lot of time, effort and human resource will generally receive more effort in review, with the review possibly more focussed on the search for answers on how to put together more effective teams
- A project that gives organisational profile and therefore may represent a reputation risk to the organisation may be reviewed more closely, possibly more focussed on the search for how best to present project outcomes to key stakeholders and the public.
A good project closeout and review process is dependent on having had good processes for setting goals, priorities, project definitions, scope, schedules and budgets as well as having effective controls for monitoring and tracking changes during the life of the project. Without this, closeout and evaluation become a subjective view of how the project has gone against what was originally proposed to be delivered (as changes have not been recorded and communicated) that is unlikely to measure up to external scrutiny or satisfy key stakeholders or lead to any substantive benefits to the organisation in terms of lessons learned.
Whilst anyone running a project should undertake some sort of project review, some organisations randomly select a range of different project types that have been undertaken each year and appoint an independent review panel to assess how these projects were run for a range of organisational purposes. Whilst such reviews may provide input into doing research projects better, the outputs of such a review are not the focus of this module and, if such a review is undertaken on a research project, it should not be viewed as a substitute for what is described in this module.
This module comprises independent-study online learning material that needs to be completed prior to two workshops. The total time commitment (including the workshops) is in the order of 8 to 10 hours.
Aims
The aim of this module is to provide you with an efficient and structured approach to project closeout. This approach will enable you to meet minimum client/sponsor obligations and capture ways by which they can improve your future approach to overall research project design, development and implementation.The module also aims to illustrate some of the different requirements of different project types that university researchers need to be aware of as well as the benefits of using the closeout process to identify future research opportunities and improved research practices.
Learning outcomes
After completing this module you should be able to:- Explain the benefits of closing a project properly;
- Identify and describe obligations to a project sponsor/client from contract and project documentation;
- Outline your obligations to the project team members when a project closes;
- Structure a review and evaluation report for a project that has closed;
- Make and prioritise recommendations for other activities that could be undertaken to add value to the research investment that has been made.
Content overview
The module comprises 4 topics and workshop preparation materials that it is expected will take approximately 4.0 hours to work through online:- The importance of closing out
- Project closeout compliance requirements
- Project review and evaluation
- Using project closeout to your advantage
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