Closed Project Activities
This document outlines the cleanup process that needs to be performed when a project concludes. This process is to be executed by the BLT operations staff responsible for the data residing in the systems being used.
During a project's life cycle, a lot of operations components must be created to accompany and facilitate the execution of the project, e.g., assets, system records, reports, etc. Once the project concludes, many of the components, if not all, will no longer be needed.
Without a proper cleanup process, these "residual" operations components will place unnecessary burden on the systems they reside in, and, over time, the continuous buildup of such decommissioned operations components will adversely affect the operational efficiency of our organization, if not become outright unmanageable.
The primary objectives of this document are to:
Provide a list of systems to be checked for relevant as well as now-deprecated operations components; and
Outline the basic steps necessary to properly archive each affected operations component, so that the data contained therein are not lost and can be referred back to at a later time.
Asana
Find this project, click on the three dots near the title of the project, and select Archive Project. This will also automatically archive the project in Everhour.
Everhour
Go to the Reports tab and delete the reports relevant to this project.
Slack
Find the Slack channels relevant to this project, right click on each channel, select Open channel details, go to Settings, and click on Archive channel for everyone.
Project Numbers
Go to the Project Numbers spreadsheet here and:
Enter Closed in the Status column of this project; and
Confirm that the date in the End Date column of this project is correct.
Active Projects
Go to the Active Projects page here and, under Project Reports at the top, move this project from Active to Closed.
For the exact steps required to perform this action, contact the appropriate BLT staff.