The Closure Checklist
Working through closure items, finance reconciliation, and GM sign-off.
Closure runs in two stages: finance reconciliation, then GM approval. The sheet blocks approval until all mandatory items are done.
Column colours
Grey — automatic via Control Centre, formulas, or cell linking. Do not edit.
White — manually updated.
Getting there: via the Project Folder, the Closure Checklist icon on the Project Dashboard, or the hyperlink in any other project sheet.
What's pre-populated
Checklist items already exist, with Item Name, Owner, and Type filled in. You can edit these — rename an item, reassign an owner — if the project needs it.
Project Information pulls from intake (Project Title · Cluster Name · Objective Name · Project Leader · Project Type) plus one calculated field:
Mandatory Checklist Complete? — shows Yes when every row with Type = Mandatory is marked Done. Otherwise No.
Approval rows aren't counted toward this calculation.
Stage 1 — Finance reconciliation
Step 1. Tick Complete? on the SUBMIT TO FINANCE row and save the sheet.
Step 2. Finance receives an approval request.
| Automation | 6. Finance Approval |
| Subject | Perform Reconciliation - |
| Trigger | When rows changed, and Submit for Approval (Finance) changes to Checked |
Step 3. Finance performs the reconciliation, then ticks Complete? under the SUBMIT TO FINANCE row.
Stage 2 — GM approval
Step 4. Complete all mandatory checklist items.
Step 5. Tick Complete? on the SUBMIT CLOSURE CHECKLIST FOR APPROVAL row and save.
If mandatory items are outstanding
The request is withdrawn automatically.
| Automation | 3. Checklist for Approval |
| Subject | Checklist Incomplete, Approval Request Withdrawn () |
| Goes to | Project Leader |
| Condition | Submit is ticked and Mandatory Checklist Complete? is No |
Finish the outstanding items and tick Submit again.
If everything is complete
| Subject | Approval needed — close out |
| Goes to | Sponsoring GM |
| Condition | Submit is ticked and Mandatory Checklist Complete? is Yes |
The GM leaves a comment and clicks Approve or Decline.
| Outcome | Notification to Project Leader |
|---|---|
| Approved | All approved — is closed |
| Declined | One more step — |
The incomplete-checklist path is a feature, not an error. Ticking Submit early doesn't queue the request — it withdraws it. Nothing sits waiting with the GM.
Related articles
- The Budget Tracker
- The Status Sheet
- The Project Dashboard