8.1: Scenario Brief

📩 Scenario Brief: Project Closeout Directive

Email
From: Director of Product Delivery, C-Bay Inc.
To: C-Bay NovaMed PM Team
Subject: Task 6 – Initiating Project Closeout for NovaMed

Team,

We are now approaching the final phase of the NovaMed Software development effort. With Release 4 submitted by WinSoft Systems and acceptance testing in progress, it is time to move into formal project closeout. This phase is critical: it ensures that all contractual obligations have been fulfilled, all deliverables are accounted for, and that NovaMed is ready to transition into long-term ownership.

Your work in this milestone will determine the official outcome of the project.

🎯 Your Objectives in the Closeout Phase

Over the next several “weeks” of the simulation, you will complete the following closeout tasks on behalf of C-Bay Inc.:

1. Review All Deliverables Against the SOW

Verify each item required by the contract and SOW, including:

• GUI & Documentation (Release 1)

• Online Product Modules (Release 2)

• Offline Product Modules (Release 3)

• Final System + Documentation (Release 4)

• Install Guide, Developer Guide, User Help

• System Test Results

• Integration Test Results

• Acceptance Test Summary

You will determine whether each deliverable is:

• Accepted

• Conditionally accepted

• Rejected with required remediation

2. Perform Final Performance Evaluation

Using the Reporting Guidelines and Earned Value data, evaluate:

• Cost performance at completion (CPI, EAC, VAC)

• Schedule performance at completion (SPI, SV)

• Quality and defect trends

• WinSoft reporting discipline and vendor responsiveness

• Adherence to Contract and SOW obligations

3. Confirm Outstanding Issues & Defects

Identify:

• Open defects requiring remediation

• Deferred defects requiring written agreement

• Documentation gaps

• Risks that must be transitioned to Operations

• Any unresolved scope or change-related conflicts

4. Complete Project Closeout Documentation

You will assemble:

• Final Acceptance Summary

• Closeout Checklist

• C-Bay Executive Closeout Memo

• Vendor Performance Evaluation

• Consolidated Lessons Learned Summary

• Archive Plan for all project artifacts

📌 What You’ll Receive from Us

Over the next few tasks, you will receive:

• Final deliverable summaries

• Defect reports

• Release notes

• Acceptance test results

• WinSoft closeout questionnaire

• Contract compliance status

• A final performance report from WinSoft

Each item will contain a mix of complete, incomplete, and ambiguous information.
Your responsibility is to interpret it, verify completeness, and document final decisions.

💼 Your Role in This Phase

You are acting as:

• The Contract Oversight Team

• The Acceptance Authority

• The Documentation Reviewer

• The Risk & Issue Finalizer

• The Vendor Performance Evaluator

• The Organizational Knowledge Recorder

Closing NovaMed is not just an administrative step — it is a leadership responsibility. The decisions you document here form the official historical record of the project and will guide all future development and maintenance.

📅 Timeline Expectation

All closeout tasks are expected to be completed within this chapter.
No further project work will occur.
You are responsible for ensuring the project is concluded cleanly, accurately, and in accordance with contractual terms.

✔ Your First Closeout Deliverable

Your first task will be to review all NovaMed deliverables against the SOW and prepare a preliminary acceptance matrix.

Further instructions will follow.

Thank you for seeing this project through.
Let’s close NovaMed with the same professionalism and clarity you have shown throughout execution.

—
Director of Product Delivery
C-Bay Inc.