project-closeout

Research Project Closing Procedures

What This Does

At the end of a research project, organize the final report, budget execution deadline, contract termination, results ledger, data preservation, intellectual property, public relations, equipment/employment/joint institutions, and connection to securing next funding. Rather than hurriedly writing a report just before the end, turn the way it ends into a management table.

• Target Users: URA, research support staff, PI, project manager, departmental office
• Issues to Solve: Final reports, budgets, results, data, and contracts proceed separately, causing omissions after termination
• Expected Effects: Reduce missed reports, overdue expenditures, missed results publication, and missed data preservation

Required Inputs

• Project Information: Program name, project title, research period, end date, reporting deadline
• Budget Information: Remaining amount, expenditure deadline, ordering/delivery/acceptance deadlines, carryover availability
• Results Information: Results ledger, papers, presentations, patents, data, public relations, awards
• Contracts/Joint Institutions: Contract termination conditions, deliverables, billing, reporting, data/sample return
• Data/Assets: DMP, storage location, disclosure scope, equipment, accounts, employment
• Next-Stage Development(Optional): Successor calls, continuation plans, public relations plans

What It Produces

1. Closing Checklist: Confirmation table for reports, budget, contracts, results, data, intellectual property, public relations, and employment
2. Final Report Preparation Table: Required materials, responsible persons, deadlines, uncollected information
3. Budget Closing ToDo Table: Ordering, delivery, acceptance, travel expenses, honoraria, remaining amount confirmation
4. Results/Data Publication Plan: Ledger, repository, intellectual property/public relations confirmation
5. Next Funding Bridge Memo: Results, unresolved issues, next calls to target

Procedure

1. Break Down the Closing Deadlines

Confirm not only the external end date but also internal expenditure, acceptance, and reporting deadlines.

期限:
- 研究期間終了日:
- 最終報告提出:
- 支出締切:
- 発注締切:
- 納品・検収締切:
- 共同機関報告:
- データ公開/保存:

2. Create a Closing Checklist

Area	Confirmation Items	Confirmation Contact
Reporting	Final report, results list, evaluation materials	FA, Research Promotion Division
Budget	Remaining amount, deadline, evidence, acceptance	Accounting
Contracts	Contract termination, deliverables, billing, confidentiality	Contract Officer
Results	Papers, patents, data, public relations, awards	PI, Intellectual Property, Public Relations
Data	Preservation, disclosure, access permissions, DMP update	RDM, Information Infrastructure
People/Assets	Employment termination, equipment, accounts, loaned items	Department office
Next-phase deployment	Successor call, joint research, public relations	URA、PI

3. Gather materials to hand over to the final report

research-output-registry と project-progress-tracker Use the output of to extract uncollected information.

| 資料 | 用途 | 担当 | 期限 | 状態 | 未決事項 |
|------|------|------|------|------|----------|

4. Create budget-closing ToDos

| 支出項目 | 残作業 | 発注期限 | 納品/検収期限 | 担当 | 確認先 | 状態 |
|----------|--------|----------|---------------|------|--------|------|

Because systems and institutional differences are large, always confirm expense categories and carryover eligibility with official documents and accounting.

5. Create a next-phase funding bridge memo

## 次期展開メモ

- 主な成果:
- まだ残る課題:
- 次に必要な資金:
- 候補公募:
- 共同機関:
- 申請に使える実績:

Judgment criteria

Judgment item	Points to check	Action
Deadline	Are FA deadlines and internal deadlines separate?	Make a backward-calculation table
Budget	Do the deadlines for expenditure, delivery, and acceptance match?	Accounting confirmation
Outcomes	Are report targets recorded in a ledger?	Confirm uncollected information with PI
Data	Are storage, publication, and access permissions decided?	Confirm with RDM staff
Contract	Do termination conditions, deliverables, and confidentiality obligations remain?	Confirm with contract staff

Common mistakes and countermeasures

Mistake	Countermeasure
Thinking the final report alone is the closing process	Also look at budget, contracts, outcomes, data, and employment
Confusing the expenditure deadline with the delivery and acceptance deadline	Separate them in the accounting confirmation table
Having no outcomes ledger and searching just before reporting	research-output-registry Use
Forgetting data storage and account cleanup	Include DMP and information infrastructure confirmation

Quality standards

• Deadlines for end date, reporting, expenditure, acceptance, contracts, and data are separate
• Responsible person, confirmation destination, unresolved matters, and status are present
• It connects not only to the final report but also to next-phase funding and outcomes deployment
• The RA is not acting on behalf of specialized department decisions

Available Tools

• Read: Reading reports, budget tables, contracts, outcomes ledgers, DMPs, and minutes
• Write: Creating the closing process table, final report preparation table, budget ToDos, and next-phase deployment memo
• WebSearch / WebFetch: Confirming FA official reporting guidelines and next call information
• Bash: Formatting the deadline table, outcomes list, and remaining tasks table