Project Closure & Handover Guideline

Department

	Section
1	Purpose
2	Scope
3	Definitions
4	Operating Model (Sprint + Asana + Visibility)
5	Roles & Responsibilities
6	Step-by-Step Process
7	Project Closure Checklist (PM Use)

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)

This guideline does not replace detailed incident/support operations. If the project transitions into ongoing support, reference Technology/Support playbooks as needed.

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

Step-by-Step Process

	Step
1	Confirm go-live verified: link the go-live task and its verification result from the project card
2	Confirm final acceptance: AE collects sign-off proof and links it (Sign-off proof: [Link])
3	Prepare handover package: PM collects links/artifacts below and posts them in the closure task
4	Handover walkthrough (only when needed): schedule a short session, then link meeting minutes + sign-off proof
5	Decide stabilization window vs close: record the decision + dates in Asana (no “silent” ongoing work)
6	Write the closure record in Asana and move any remaining tasks to the correct owner/board

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)

Decision point: hypercare vs close

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.

Asana Card Template: Project closure & handover

	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]

Asana Card Template: Collect final acceptance sign-off

	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.

Project Closure Checklist (PM Use)

Preconditions

	Checklist
1	☐ Go-live is verified (linkable)
2	☐ Project scope reference is clear (signed brief / SOW linked)

Final acceptance

	Checklist
1	☐ Sign-off proof: [Link] (final acceptance; AE owns upkeep)
2	☐ Latest meeting minutes sign-off proof link is up to date (AE owns upkeep)

Handover package

	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)

Hypercare / support transition (if applicable)

	Checklist
1	☐ Decision recorded: hypercare vs close
2	☐ If hypercare: window + owners + escalation path recorded
3	☐ Exit hypercare recorded (if used)

Closure record

	Checklist
1	☐ Closure record completed in Asana (what shipped / accepted / outstanding + next owner)
2	☐ Project card status reflects closure (or transitions to support board if ongoing)

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