Project Closing Coordinator Tasks

The following project closing requirements are those that are performed by the Shared Platform Coordinator. There are additional requirements performed by the Project Specialist, Finance Advisor, and other departments, which are not included here. For a complete overview of the Project Closing process, please refer to the Project Closing Checklist. 

Fund Record

Stage and Status

  1. Once the Shared Platform Coordinator is informed of an upcoming project closure, they should update the Stage field on the Project's fund record from Active to Closing.
  2. Once the Project is closed, finance will update the Status field from Open to Closed and the Stage field from Closing to Concluded

Portal Access

Once the project is closed, the Shared Platform Coordinator should confirm with the Project Specialist whether CRA activity reports have been submitted. Once reports have been submitted, you will need to remove Portal access for the Project Director, as well as the Secondary Contact and Steering Committee members, if applicable

To remove Portal access, follow the instructions outlined in Deactivate User chapter of the Salesforce - Community Portal article.

Fund Roles

The following tasks are currently performed by the Shared Platform Coordinator:

  1. Change fund role Status from Current to Former for project staff and steering committee
  2. Enter End Date of that fund role (date of project closing)

Document Signatures and Filing

The Shared Platform Coordinator is responsible for obtaining signatures and ensuring proper filing and naming of the following project closing documents:

  • Project closing plan
  • Transfer of asset letters
  • Grant transfer letters
  • Pertinent correspondence

Salesforce Opportunities

Leading up to the project closing date, the Project Specialist may request assistance from the Shared Platform Coordinator on the following:

  1. Pull a Salesforce report of all upcoming report deadlines
  2. Update reporting on Salesforce records
  3. File funder correspondence

Insurance

The following tasks are completed by the Shared Platform Coordinator:

  1. Add Close Date to column D in the current fiscal year Insurance Tracker

Box

The following tasks are completed by the Shared Platform Coordinator:

  1. Remove sharing privileges of all project staff and steering committee shared to the project's External Share Box folder
    • Navigate to the project's Box folder
    • Click on the folder
    • Under Sharing on the right side of the screen, click on the link that shows who the folder has been "Externally Shared" with
    • Navigate to the person you want to remove and click on Editor > Remove