Page 15 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

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
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
necessary. Necessary documentation that should be stored and easily locatable includes (but is not
limited to):
• Supporting documentation for all Costs incurred (e.g. Travel Expense Report (TER) support,
Purchase Requisition (PR) support, delivery receipts for purchase orders, manual timesheets
for consultants, COR approvals, etc.)
• All Deliverables, whether Prime or Sub
• All contracts and modifications
• All meeting minutes
• Any important correspondence from the Contracting Officer or COR, such an acceptance of
deliverables, approvals for purchases/travel, approvals for press releases, rulings on
questions/ambiguities in contract, etc.

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