Obtain Final Approval from Sponsor or Leadership 

1. Share the completed project results with the project sponsor or key stakeholders. Make sure they formally confirm that all deliverables have been made. 

Complete Any Final Administrative or Financial Tasks 

1. Close vendor contracts, finalize purchase orders, ensure all invoices are paid, and release any unused funds or reserved materials. 

Prepare a Final Summary Report 

1. Document what was accomplished, including outcomes, challenges, and successes. The report should also include recommendations for future projects or future iterations of the program, such as adjustments to timelines, resources, or program design. This serves as a helpful resource for future program implementation.

Document Lessons Learned 

1. Review the project with the team to reflect on how the project was managed and implemented, including what worked well and what could be improved in the project process. Lessons learned may include insights about communication, coordination, scheduling, or team workflows. Capturing these reflections helps improve how future projects are planned and executed.

Organize & Archive Project Files 

1. Save all important materials, including reports, templates, emails, and documents, in the correct shared folder or storage system. This ensures that future teams can access them. 

Celebrate the Work & Acknowledge Contributors 

1. Take time to recognize the team’s work and thank everyone involved. Positive closure encourages continued engagement for future initiatives. 

Obtain Final Approval from Sponsor or Leadership 

1. The sponsor reviews participant numbers, event summaries, and pilot outcomes. 

2. The program is formally marked as complete for the semester. 

Complete Any Final Administrative or Financial Tasks 

1. All receipts are submitted and reconciled. 

2. Refreshment and printing invoices are finalized. 

3. Remaining funds are released. 

Prepare a Final Summary Report 

1. The report includes metrics such as: 

   1. Number of mentor-mentee pairs 

   2. Attendance at orientation sessions

   3. Survey results and satisfaction levels

   4. Recommendations for the next semester

2. The report also includes recommendations for future program implementation, such as:
   1. Starting mentor recruitment earlier in the semester
   2. Expanding outreach through faculty departments
   3. Offering an additional mentor training session to accommodate scheduling conflicts

Document Lessons Learned 

1. The project team meets to reflect on the project management process, discussing what worked well and what could be improved in future projects.
2. Key lessons learned include:
   1. Weekly check-ins helped the team stay aligned and resolve issues quickly.
   2. Recruitment materials were more effective when shared through student organizations.
   3. Creating a shared tracking spreadsheet early made the matching process easier to manage.

Organize & Archive Project Files 

1. Training materials, templates, reports, and communications are saved in the shared drive under the project’s folder. 

Celebrate the Work & Acknowledge Contributors 

1. Mentors and volunteers receive thank-you messages. 

2. The team is recognized for their work on the pilot program.