Closeout Sprint Protocol

The closeout sprint is the final phase of a residential modelling project. It begins when submissions are complete or when all final client-facing deliverables have been sent.

Trigger

The closeout sprint begins on the earlier of:

• All target scheme submissions are confirmed lodged; or
• EnergyAE’s scoped deliverables are complete and any client-managed lodgement has been handed over in writing.

Once triggered, the project stays active until the closeout checklist is signed off.

Closeout deliverables

1. Submission and approval records

• CER, VEU, and ESS submission confirmations saved
• Application IDs recorded in Monday.com and EMO
• Approval emails and portal screenshots saved when received

2. Client communication

• Submission confirmation sent
• Closeout email sent where useful
• Client advised to forward any regulator RFI or approval correspondence received after closeout

3. Monday.com and EMO

• Monday.com item moved to closed
• EMO updated with final certificate quantities, submission dates, approval dates, and application IDs

4. SharePoint cleanup

• Final AS/NZS 4234 report, audit packs, declarations, certificates, and submission confirmations saved in the final folders
• Working files archived
• TRNSYS tool labelled with the final version

5. Final invoice

• Final invoice issued through Xero
• Any out-of-scope work or additional applications included

6. Debrief and KMS updates

• Debrief completed within 2 weeks of final submission confirmation
• Lessons converted into KMS update tasks with an owner and target date

Exit gate

The closeout sprint exits when the director signs off the closeout checklist.

Next, complete the Post-Project Debrief.