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award notice. After Vysnova COO approves draft press release, the PM shall issue the final press
release draft to the Vysnova Marketing and Communications liaison by close of business of date
Vysnova COO issues approval.

Project Closeout
The PgM side of Closeout mostly involves Closeout planning, deliverable confirmation, and document
storage. Each functional area in the following PM Guide sections also contains information on project
closeout specific to that functional area.
Closeout Timing & Strategy

Close-out planning should be done in collaboration with all functional area (e.g. Accounting,
Contracts, etc.) and begin at least three months before project completion for a one- to two-year
project, and potentially further in advance than that for projects with implementation periods of three
years or more. This process should begin with the PM scheduling a Closeout Kickoff and inviting all
applicable functional area owners.

The PM will prepare close-out issues & talking points as part of the close-out strategy. These
documents are created three months prior to the end of the project. Several subjects are covered in
these documents including but not limited to:
• Drafting a close-out strategy in collaboration with functional area leads (invitees to
Project Closeout Kickoff should be the same as the invitees to the Internal Contract Kickoff;
see Contracts Section of PM Guide)
• Developing a closeout calendar of action dates
• Collaborating with the client in developing a close-out strategy
• Organizing a strategic planning session with partners, if applicable
• Considering the possibility of exercising a no-cost extension option
• Revisiting and refining strategy monthly
Deliverables

Close-out plans include a section that addresses the contractual deliverables of the project. The
deliverables may range from technical reports to the submission of a final report. Project staff should
develop a checklist of deliverables at the start of each project and update the deliverable checklist
approximately three months prior to the completion date of the project. In the last month of a project,
project staff should confirm the delivery of all sub and prime contract deliverables, as well as technical
concurrence/acceptance, if applicable.

Document Storage

In the last month of project execution, as part of the Project Closeout Plan, Project staff should
organize their Program shared folder, ensuring that all documentation is properly stored in the correct
place and with the correct naming convention. They should conduct a full audit of the Program-wide
shared folder. The goal of this audit and re-organization should be to allow anyone who needs to find
information on the project later to easily be able to navigate the folder and locate any document
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