Closeout Sprint Protocol

The closeout sprint is the final phase of a Large Commercial modelling project. It begins when submission is complete (or all client-side approvals are received) and ends when the closeout checklist is signed off by the director.

Trigger

The closeout sprint begins on the earlier of:

• All target scheme submissions (VEU and IPART, as applicable) are confirmed lodged; OR
• All client-side approvals and final files are received and the project is awaiting portal lodgement only.

Once triggered, the project is escalated to primary status until the closeout checklist is signed off. The lead engineer is responsible for completing closeout deliverables; the director reviews and signs off.

Closeout deliverables

1. Submission confirmation

• Submission confirmation (screenshot or email) saved to /Projects/AExxx/05-Submission/
• Application reference number recorded in the Monday.com item and EMO

2. Whitelist advisory to client

A one-paragraph email to the client at submission time, listing the email domains to whitelist:

• @esc.vic.gov.au (VEU)
• @ipart.nsw.gov.au and @energysustainabilityschemes.nsw.gov.au (TESSA)
• @energyae.com (EAE)

Use the Whitelist Advisory Email Template. State expected timeframes: VEU invoice within ~3 business days; ESC approval 6–10 weeks; IPART approval 6–10 weeks. (AE523: VEU invoice landed in junk mail; this advisory prevents it.)

3. Approval confirmation

• Approval emails / portal screenshots saved to /Projects/AExxx/05-Submission/
• Approval date recorded in EMO
• VEU certificate quantities final (post-approval) recorded in EMO
• IPART certificate quantities final recorded in EMO

If approval is not received within the expected 6–10 weeks, the lead engineer proactively contacts the scheme administrator (products@esc.vic.gov.au or TESSA enquiry form) on behalf of the client.

4. Monday.com and EMO

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

5. SharePoint cleanup

• All final files in 05-Submission
• Working files archived in 06-Closeout/working/
• TRNSYS tool tagged with final version number
• Monday.com item includes link to the SharePoint project folder

6. Final invoice

• Final invoice issued via Xero (covers any out-of-scope work, change orders, or additional submissions)
• Payment terms communicated to client

7. Debrief

• Debrief produced within 2 weeks of final submission confirmation
• Use the prompt and methodology in Post-Project Debrief
• Filed to /Files - Review/Commercial project debrief reviews/AExxx_{Client}_Debrief_{YEAR}.docx

8. KMS update tasks

• KMS update tasks identified from debrief Section 8
• Assigned to an owner with a target date
• Tracked through to completion (Monday WIP standup)

9. Director sign-off

• Lead engineer requests closeout sign-off via email, attaching the closeout checklist (Excel)
• Director reviews and signs off (or returns with items to complete)
• Project moves to “Closed” status

Where a client-facing wrap-up is useful, send the Closeout Email Template.

Monday WIP standup

Closeout-phase projects are reviewed at every Monday WIP standup until the closeout checklist is signed off.