I don't have a template - I usually go through the contract/SOW and create a checklist so that I can check things off as they are completed. If I had a template, it would be a spreadsheet with a line item for each deliverable, with a description column, a status column, a date column for when it was completed, and a notes field for updates.
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1 reply by Geraldine Wallace
Sep 12, 2021 2:24 PM
Geraldine Wallace
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Thanks you so much Aaron, after searching, I could not find one and resorted to what you recommended. I appreciate the response.
GErri
In some contracts I manage, the procedure for contract close-out is described including a specimen of the certificate that certifies the close-out. I assume that this is not the case for your contract?
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1 reply by Geraldine Wallace
Sep 12, 2021 2:28 PM
Geraldine Wallace
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Hi Sascha and thank you for responding. I was able to figure out a report and the answer to your question is yes, that is not the case for my contract. Thanks again
Saving Changes...
Peter RapinSubject Matter Expect; Project Delivery| Independent ConsultantOntario, Canada
Contract close-out should really be defined at the time of signing the contract. If you have not defined where you are going, how do you know when you get there?
Contract close-out typically initiates final payments, start of warranties, operations and maintenance documents, engineer's sign-off, owner's acceptance, operator's training, etc. It is not 'one size fits all'.
Here's a simple check list:
1) did we complete everything we said we were going to do (yes, no)
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1 reply by Geraldine Wallace
Sep 12, 2021 2:27 PM
Geraldine Wallace
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Thank you Peter. I figured it out by using the SOW. I was not privy to the start of the contract and there were no defined timelines. I used the deliverables are my guide and added a few other categories to pull a report together. Gerri
Saving Changes...
Geraldine WallaceCyber Security Tech Writer| Information Sciences Consulting Inc.Alexandria, Va, United States
Sep 09, 2021 11:31 PM
Replying to Aaron Porter
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I don't have a template - I usually go through the contract/SOW and create a checklist so that I can check things off as they are completed. If I had a template, it would be a spreadsheet with a line item for each deliverable, with a description column, a status column, a date column for when it was completed, and a notes field for updates.
Thanks you so much Aaron, after searching, I could not find one and resorted to what you recommended. I appreciate the response.
GErri Saving Changes...
Geraldine WallaceCyber Security Tech Writer| Information Sciences Consulting Inc.Alexandria, Va, United States
Sep 12, 2021 10:34 AM
Replying to Peter Rapin
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Contract close-out should really be defined at the time of signing the contract. If you have not defined where you are going, how do you know when you get there?
Contract close-out typically initiates final payments, start of warranties, operations and maintenance documents, engineer's sign-off, owner's acceptance, operator's training, etc. It is not 'one size fits all'.
Here's a simple check list:
1) did we complete everything we said we were going to do (yes, no)
Thank you Peter. I figured it out by using the SOW. I was not privy to the start of the contract and there were no defined timelines. I used the deliverables are my guide and added a few other categories to pull a report together. Gerri Saving Changes...
Geraldine WallaceCyber Security Tech Writer| Information Sciences Consulting Inc.Alexandria, Va, United States
Sep 11, 2021 4:58 AM
Replying to Sascha Reimann
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In some contracts I manage, the procedure for contract close-out is described including a specimen of the certificate that certifies the close-out. I assume that this is not the case for your contract?
Hi Sascha and thank you for responding. I was able to figure out a report and the answer to your question is yes, that is not the case for my contract. Thanks again
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1 reply by Sascha Reimann
Sep 12, 2021 3:09 PM
Sascha Reimann
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Hi there, well done. However, I would be careful with using a standard template taken from the internet. The content has to fit to your contract. The SoW is one thing, but sometimes in contracts you find other duties that cannot be directly taken from the SoW. Two examples: the contract might contain an obligation to archive or to destroy certain documents needed for executing the project. So the close-out file would need to contain that checkpoint. This is rarely written in the SoW. Another thing is the calculation and agreement of penalties or incentives/bonus payments based on the contractual performance, if that is applicable. Also this is usually a checkpoint in the close-out file. Best Regards, Sascha
Hi Sascha and thank you for responding. I was able to figure out a report and the answer to your question is yes, that is not the case for my contract. Thanks again
Hi there, well done. However, I would be careful with using a standard template taken from the internet. The content has to fit to your contract. The SoW is one thing, but sometimes in contracts you find other duties that cannot be directly taken from the SoW. Two examples: the contract might contain an obligation to archive or to destroy certain documents needed for executing the project. So the close-out file would need to contain that checkpoint. This is rarely written in the SoW. Another thing is the calculation and agreement of penalties or incentives/bonus payments based on the contractual performance, if that is applicable. Also this is usually a checkpoint in the close-out file. Best Regards, Sascha Saving Changes...
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