Project Closure & Handover Guideline
Department
Summary
How Kiluth closes a project after go-live: confirm final acceptance, deliver handover package, decide stabilization window vs close, and record closure in Asana. Three phases—Final Acceptance Confirmation, Handover Preparation, Closure Decision & Record—with explicit closure status and proof links.
Table of Contents
Purpose
This guideline defines how Kiluth closes a project after go-live: confirm final acceptance, deliver a handover package, decide whether a short stabilization window is needed, and record closure in Asana.
| Outcome |
|---|
| The client acceptance proof and handover links are easy to find, and “closed vs ongoing” status is explicit in Asana. |
Scope
This guideline covers the workflow from “go-live verified” through:
| Included | |
|---|---|
| 1 | Final acceptance confirmation and sign-off proof linking |
| 2 | Handover package preparation and delivery |
| 3 | Transition to hypercare/support (if applicable) or closure |
| 4 | Closure record in Asana (what’s done, what’s outstanding, next owner) |
| 5 | Post-closure: resource registration confirmation, warranty, and MA reminder |
This guideline does not replace detailed incident/support operations. If the project transitions into ongoing support, reference Technology/Support playbooks as needed.
For post-closure warranty, MA, and resource tracking, see Maintenance & Hosting Guideline.
Definitions
| Term | Definition |
|---|---|
| Handover package | The minimum set of artifacts the client needs to operate/maintain the system (links, credentials handling notes, runbooks, etc.) |
| Final acceptance | The client’s confirmation that the delivered scope is acceptable (per agreed acceptance criteria / contract) |
| Closure record | A short summary in Asana of what shipped, what was accepted, what remains (if anything), and where the proof links live |
| Hypercare | A short stabilization period after go-live where the team prioritizes rapid response |
Operating Model (Sprint + Asana + Visibility)
| Operating Model | |
|---|---|
| 1 | Asana is the system of record for work tracking, approvals, and handoffs. |
| 2 | Use checkpoints and decision points: don’t move forward until the previous step is “done”, and branches are explicit. |
| 3 | Handoff order: upstream defines handoff artifacts/exit criteria; downstream defines execution after handoff. |
Roles & Responsibilities
| Role | Responsibility |
|---|---|
| Project Manager (PM) | Drives closure workflow, ensures artifacts/checklist completion, updates closure record in Asana |
| Account Executive (AE) | Owns client coordination for acceptance confirmation/sign-off proof and keeps the “latest meeting minutes” sign-off proof link up to date |
| Technology / Creative (implementation owner) | Provides technical handover artifacts (runbooks, access notes, deployment notes as applicable) |
| Finance | Confirms payment status when needed for closure decisions |
| Legal | Validates closure-related documents when contractual terms require it |
Project Closure Process Walkthrough
The project closure process follows three sequential phases. Each phase builds on the previous one and must be completed before moving to the next.
Process flow:
- Phase 1: Final Acceptance Confirmation - Confirm go-live verification and collect final acceptance sign-off
- Phase 2: Handover Preparation - Prepare and deliver handover package
- Phase 3: Closure Decision & Record - Decide stabilization window vs close and write closure record
End of flow: Once closure record is complete and project card status reflects closure, the project is closed.
Phase 1: Final Acceptance Confirmation
What you’ll do: Confirm go-live verification is complete and collect final acceptance sign-off from the client. Ensure all acceptance proof is linked in Asana before proceeding.
Step 1: Confirm Final Acceptance
Confirm go-live verification and collect final acceptance sign-off proof from the client.
Prerequisites: Go-live is verified (from UAT & Go-Live process).
Process:
| Action | |
|---|---|
| 1 | Link the go-live task and its verification result from the project card |
| 2 | Create Asana task using the template below |
| 3 | Assign task to Account Executive (AE) |
| 4 | AE collects final acceptance confirmation from the client (per acceptance criteria / contract) |
| 5 | AE stores sign-off proof and links it in Asana (Sign-off proof: [Link]) |
| 6 | AE keeps the “latest meeting minutes” sign-off proof link up to date |
| 7 | If contract-related: ensure signed document is used (not email-only) |
| Asana Card Template | |
|---|---|
| Title | Collect final acceptance sign-off – [Client Name] – [Project Title] |
| Assignee | Account Executive (AE) |
| Description | Please collect final acceptance confirmation from the client (per acceptance criteria / contract). References • Project card: [Link] • Go-live verification summary: [Link] • Acceptance criteria reference: [Link/section] Final acceptance • Sign-off proof: [Link] (stored/linked by AE; AE owns upkeep) • Optional quote (1 line): [Quote] Note: if the acceptance decision affects contract-related decisions, use a signed document. |
Checkpoint: Proceed only when go-live is verified (linkable) and final acceptance sign-off proof is linked in Asana (AE owns upkeep).
| Outcome |
|---|
| Go-live verification is confirmed, and final acceptance sign-off proof is collected, stored, and linked in Asana. |
What happens next: Proceed to Phase 2: Handover Preparation.
Phase 2: Handover Preparation
What you’ll do: Prepare the handover package with all necessary artifacts and deliver it to the client. Conduct a handover walkthrough if needed.
Step 1: Prepare Handover Package
Collect all handover artifacts and post them in the closure task.
Prerequisites: Final acceptance sign-off proof is linked in Asana.
Process:
| Action | |
|---|---|
| 1 | Create Asana task using the template below |
| 2 | Collect handover package artifacts (see minimum handover package below) |
| 3 | Post handover package links in the closure task |
| 4 | Ensure all required artifacts are provided (see checklist below) |
Minimum handover package (default):
| Provide (as links in Asana) | |
|---|---|
| 1 | Handover package folder/file link(s) |
| 2 | Operating notes / runbook (how to use, how to recover common issues) |
| 3 | Deployment/go-live notes (if applicable) |
| 4 | Where logs/monitoring live (if applicable) |
| 5 | Access/credentials handling notes (never paste secrets into Asana) |
Checkpoint: Proceed only when handover package is delivered (links provided) with all required artifacts.
| Outcome |
|---|
| Handover package is prepared and delivered with all required artifacts linked in Asana. |
Step 2: Conduct Handover Walkthrough (If Needed)
Schedule a handover walkthrough session if needed, then link meeting minutes and sign-off proof.
Prerequisites: Handover package is prepared and delivered.
Process:
| Action | |
|---|---|
| 1 | Assess if handover walkthrough is needed |
| 2 | If needed: schedule a short handover session with the client |
| 3 | Conduct walkthrough session |
| 4 | Document meeting minutes |
| 5 | Link meeting minutes and sign-off proof in Asana |
| 6 | If not needed: proceed directly to Phase 3 |
Checkpoint: Proceed only when handover walkthrough is completed (if needed) with meeting minutes and sign-off proof linked, or confirmed not needed.
| Outcome |
|---|
| Handover walkthrough is completed (if needed) with meeting minutes and sign-off proof linked, or confirmed not needed. |
What happens next: Proceed to Phase 3: Closure Decision & Record.
Phase 3: Closure Decision & Record
What you’ll do: Decide whether a stabilization window (hypercare) is needed or if the project can close directly. Write the closure record in Asana.
Step 1: Decide Stabilization Window vs Close
Record the decision on whether a stabilization window (hypercare) is needed or if the project can close directly.
Prerequisites: Handover package is delivered and walkthrough is complete (if needed).
Process:
| Action | |
|---|---|
| 1 | Assess if stabilization window (hypercare) is needed |
| 2 | Record the decision explicitly in Asana: “Hypercare” or “Close” |
| 3 | Follow the action path based on the decision (see decision tree below) |
| 4 | If hypercare: record window + owners + escalation path |
| 5 | If hypercare: track issues in Asana and record “exit hypercare” explicitly when complete |
Decision tree:
| Outcome | Action |
|---|---|
| Stabilization window (hypercare) | Record window + owners + escalation path. Track issues in Asana and record “exit hypercare” explicitly. |
| Close | Proceed to closure record and mark closure completion. |
Checkpoint: Proceed only when decision is recorded in Asana. If hypercare, proceed only after exit hypercare is recorded.
| Outcome |
|---|
| Decision is recorded: hypercare window is defined and completed (or transitioned), or project is ready to close directly. |
Step 2: Write Closure Record
Write the closure record in Asana and move any remaining tasks to the correct owner/board.
Prerequisites: Decision on stabilization window vs close is recorded.
Process:
| Action | |
|---|---|
| 1 | Create or update closure record in Asana using the template below |
| 2 | Document what shipped (short summary) |
| 3 | Document what’s accepted (short summary) |
| 4 | Document outstanding items (if any) + next owner |
| 5 | Document where proofs live (short links) |
| 6 | Confirm resources (hosting, domains, MA if applicable) are registered in ERPNext (when applicable) |
| 7 | Move any remaining tasks to the correct owner/board |
| 8 | Update project card status to reflect closure (or transition to support board if ongoing) |
| Asana Card Template | |
|---|---|
| Title | Project closure & handover – [Client Name] – [Project Title] |
| Assignee | Project Manager |
| Description | Please close this project using this checklist. References • Project card: [Link] • Go-live task: [Link] • Signed brief / SOW: [Link] Acceptance • Sign-off proof: [Link] (final acceptance) • Optional quote (1 line): [Quote] Handover package • Handover package link(s): [Links] • Runbook / operating notes: [Link] • Access/credentials handling notes (no secrets in Asana): [Notes/link] Decision • Hypercare: Yes/No • If yes: window + owner: [Dates/name] Closure record (fill when done) • What shipped: [Short] • What’s accepted: [Short] • Outstanding items (if any) + next owner: [Short] • Where proofs live: [Short links] Post-closure • 3-month warranty applies. AE sends MA reminder at delivery (day 0). See Maintenance & Hosting Guideline. |
Checkpoint: Proceed only when closure record is completed in Asana and project card status reflects closure (or transitions to support board if ongoing).
| Outcome |
|---|
| Closure record is completed in Asana (what shipped / accepted / outstanding + next owner), and project card status reflects closure (or transitions to support board if ongoing). |
Project Closure Checklist (PM Use)
This checklist is used by PM to track progress for each project closure process. Complete each item in order where applicable.
Phase 1: Final Acceptance Confirmation
| Checklist | |
|---|---|
| 1 | ☐ Go-live is verified (linkable) |
| 2 | ☐ Project scope reference is clear (signed brief / SOW linked) |
| 3 | ☐ Sign-off proof: [Link] (final acceptance; AE owns upkeep) |
| 4 | ☐ Latest meeting minutes sign-off proof link is up to date (AE owns upkeep) |
Phase 2: Handover Preparation
| Checklist | |
|---|---|
| 1 | ☐ Handover package delivered (links provided) |
| 2 | ☐ Runbook/operating notes delivered (when applicable) |
| 3 | ☐ Access/credentials handling plan is documented (no secrets in Asana) |
| 4 | ☐ Handover walkthrough completed (if needed) with meeting minutes and sign-off proof linked |
Phase 3: Closure Decision & Record
| Checklist | |
|---|---|
| 1 | ☐ Decision recorded: hypercare vs close |
| 2 | ☐ If hypercare: window + owners + escalation path recorded |
| 3 | ☐ Exit hypercare recorded (if used) |
| 4 | ☐ Resources (hosting, domains, MA if applicable) registered in ERPNext (when applicable) |
| 5 | ☐ Closure record completed in Asana (what shipped / accepted / outstanding + next owner) |
| 6 | ☐ Project card status reflects closure (or transitions to support board if ongoing) |
| 7 | ☐ Post-closure: AE sends MA reminder at delivery (day 0). See Maintenance & Hosting Guideline |