How to cancel a project that is not being proceeded with?
The project system has a ‘termination’ process where a project can ‘terminate’ or ‘Cancel’ a project at any stage (those staff who have permissions to do so).
When you terminate a project, it will place the project into a terminated status, to exclude for those that are actually closed out from being completed. (so you can identify the difference).
This is configured within the Project workflows as a standard object + Sign off attached.
We would recommend adding this object above the ‘Close’ object, so essentially if the project is terminated, the terminated sign off object will appear before the close tab.
Object > Sign off
Drag and drop the Termination object anywhere in the WF (I usually add it before the close object since after it has been terminated, it should be closed).
Once you have dragged and dropped the Termination object into your workflow, you need to setup the sign off appropriately (i.e you should build email templates specific to a termination so it will tell the approvers exactly what they need to approve and why). So setup the email templates FIRST (via project settings > Email templates) and then you can link them into the Termination sign off object which is attached to the Termination object. You can also amend the labels of the buttons, i.e instead of 'Approve' you may say "Terminate or Cancel" or something that makes sense to you.
When you have setup the sign off email setup (i.e who has authority and what the rules are, etc) as per normal sign offs, then you will see this button 'Terminate' within the project within all screens:
You set up permissions on who has access to this button or not via the permission roles.
Click on this button to cancel/terminate the project at any stage, and it asks you a prompt, then sends you straight to the sign off object to send to approval to terminate.
Approver goes in and accepts it as per normal, and then the project is now Terminated.
The project is still OPEN, but status is 'Terminated'
You can undo this if you need to bring it back to life, but will have to follow the approval sign off again to bring it back to in progress - See ‘Undo terminate’ button within the project.
The Terminated status will appear in all status filters for you to filter them out. If you need the project closed now, then you follow any other objects in your workflow that you need to complete before you close it (like lessons learnt or final comments as to why it was cancelled, etc) then you go through the close object as per normal to close the project.
The project will appear as CLOSED but status = Terminated still, this way, you can differentiate the difference between a completed and closed project and a terminated and closed project.
User guide links:
Terminate Project - Camms.Support Documentation - Confluence (atlassian.net)