Close-Out Checklist

General Tasks  Get actual length of course determined

 Go through your project-related email and file anything relevant. If the pertinent information is in an email instead of an attachment, save the email as a text file and not an Outlook mail object. We probably need to establish guidelines about what to keep and what to toss.

 Review SharePoint/Google/DropBox/etc. sites and review what does and does not need to be kept. For anything that does need to be kept, save/export it to the appropriate Egnyte folder. Do we then completely clean off the SharePoint/Google site? We may want to be more specific about what we do/do not want to keep from these sites.

Egnyte Project Files Animations Folder  Keep final source and run files for all animations, including any we did not use.

 Delete interim drafts of source and run files. Audio Folder  For Captivate, Studio, and Storyline, export all project audio and save it in the Audio folder.

 Keep any purchased audio, such as music from istockphoto—both the original file and any variations.

 Delete all other audio files. Graphics Folder  Ensure that we have the source files from all developers and contractors including: original iStock downloads, photoshop or illustrator files for created graphics, or PowerPoint files for PowerPoint- created graphics.

 Download a copy of the iStock terms and save it with the iStock graphics folder.

 Any non-client-specific graphics that do not include any istock elements (such as a notepad created in PowerPoint), we probably ought to create a system of storage for those. In which case, adding those images to the storage system would be a step here.

 Keep everything. Lectora/Articulate/Captivate Folder  Keep the final versions of the authoring tool files.

 Delete all old drafts.

 For Articulate Studio, save each file as an Articulate Package. Confirm that all Engage and Quizmaker files make it into the package. Export the player for Presenter and Quizmaker. Project Management Folder  Evaluate all documents individually. We should probably have a policy on what needs to be saved.

 For any that should not be turned over to the client, move them to the Internal Use Only folder.

 Keep all project sign-off confirmation emails. Published Files  Keep a copy of the LMS (if the client requested an LMS version) and the non-LMS version (for all projects, regardless of client request) in the Published Files > Final folder.

 Save a copy of the non-LMS version in Artisan > Sample Courses > Client Name > Course Name.

 Delete all old drafts off of the FTP site.

 Delete all old drafts from your files. Resources-Attachments  Keep all final source and run files for any documents used in the course (Word version and PDF version, for example.) Do not move, organize, or rename these files, as it may break a link to the authoring source files.

 Delete all drafts of these files. Storyboards Folder  Save the final versions of the storyboard documents.

 Delete all interim drafts. Video Folder  Keep original, raw footage. Do not move or rename them as this may break a link in the editing files.

 Keep editing source files (such as Adobe Premiere)

 Keep final published versions of all videos.

 Delete all interim drafts. Client Files  Keep everything.

Final Archiving File Archive/Client Transfer  Rename the Working Files folder to Final Files.

 Rename the project folder with the client name, project name, and date. (RedCross-Form5266-8-5- 11).  Copy the entire project folder to “Ready to Archive.” Email Desiree and Diane to let them know the project is ready to be archived.

 Send a link to the client for the Run Files and Source Files folders. Does this need to be zipped? Do NOT send a link to the entire project, as that includes the Internal Use Only folder.

 Confirm when the client has downloaded the files, and then delete the project folder.

Project Synopsis  Fill out Financial Analysis Spreadsheet with cost and MyHours documentation

 We may had some sort of post mortem evaluation process here.

 Add the project to the project profiles, including screen captures, talking points, and demo highlights.