Project Deliverables and Closeout

REPORT DELIVERY TO SPONSOR

Submitting your final report to the program will give Gonzaga access to it for academic purposes, but this doesn't mean that your customer has received it. Unless otherwise specified, all teams should provide their sponsor a copy of their final report to detail the work completed. Reports can be delivered in a variety of ways depending on need. Teams should work with their project advisors to determine the best means to make this delivery based on the context of the project:

• Reports most commonly can be emailed to the Liaison with a formal email note and subject line to clearly communicate the delivery.

• Printed reports can be mailed to the sponsor if necessary. (See "Shipping Items" below.)

• Large final reports can use online tools for transferring such files. (See "Data Transfers" below.)

DATA TRANSFERS

The sponsor should be given access to or transferred all the data that they may need to continue the project unless otherwise specified. These may include programs, analysis, drawings, presentations, archives, and other files of various sizes. Teams should work with their project advisors and liaisons to determine the best method of transfer which may include one of the following:

• Email transfer may be an option up to a certain file size and sponsor security needs. For most teams, this is effective for transferring most things to a sponsor. 

• Common online database transfers may be viable solutions depending on security requirements. See File Sharing Solutions. 

• Some sponsors may require that files are transferred via special online tools provided by the sponsor. These are typically needed for specially certified online encrypted transfers to avoid the risk of the file being intercepted or inadvertently transferred to someone who shouldn't have it. 

• There are certain instances where transferring data via a USB may be the most effective.

Contact the Academic Director if assistance is needed in determining an appropriate data transfer method. 

WORKSPACE CLEANUP

Teams who have utilized work space in labs and other areas, including those at a sponsor's facility or work site, should follow the guidance and requirements of the area owners/managers to clean such an area. This may include:

• Removing all project hardware.

• Taking out trash.

• Returning tools & equipment to owners or storage locations.

• Cleaning of contaminated surfaces.

In this process, a team may discover they don't know what to do with certain hardware and should take the following actions:

• Consult your project contract or statement of work to determine if there is a clear owner.

• Contact the Academic Director and/or sponsor to aid in determining the owner or if it should be disposed of.

OTHER DELIVERABLES

Certain teams will have hardware or other objects that need to be delivered to the Sponsor. The team should communicate directly with the sponsor and determine the logistics of the transfer. Some sponsors will offer to pick up hardware, some may request a drop-off from the team, others will coordinate special shipping, and some will ask that their items be shipped via the school.

Students should follow the guidance and requirements of the program when transferring these deliverables. If a question of ownership arises (uncertainty over who a certain item belongs to), contact the Academic Director as soon as possible to help navigate the conversation.

If items need to be shipped, see the below "Shipping Items" section.

SHIPPING ITEMS

Teams who need to ship typical boxed items to their sponsor or other parties should use the provided shipping form and process described therein. 

Specialty shipments of large or heavy objects may require special coordination. Contact the Academic Director to coordinate special packaging or logistics.