End-of-project protocol - Draft

Introduction

This document outlines the procedures for concluding a successful project at Gaya Studios, ensuring proper delivery, documentation, and future project improvement.

1. Check List

A comprehensive check list must be created and meticulously followed before project closure. This checklist should include:

Check Item	More info
Completion of all project milestones and deliverables.	see new project
Thorough testing and quality assurance of all project components.
Resolution of all identified bugs and issues.	see ADO Updating
Client approval of all deliverables.
Proper documentation and archiving of all project-related files.	See this page
Finalization of all project invoices and payments.

2. KMZ File

Airports: The KMZ file must contain the location and unique identifiers (e.g., building numbers) of all buildings within the airport. This ensures accurate representation and data integrity for future updates or modifications.
World Updates/Worldwide Projects: The KMZ file must contain the location and names of all Points of Interest (POIs) included in the project. This allows for easy visualization and identification of all implemented features within the project scope.

3. Index of All Elements

A comprehensive index of all elements within the project must be created. This index should include:

List of all 3D models: Including their names, file locations, and any relevant metadata (e.g., LOD levels, material assignments).
List of all textures: Including their names, file locations, and resolutions.
List of all materials: Including their names, properties, and any associated shaders.
List of all animations: Including their names, file locations, and any relevant metadata (e.g., frame rates, looping behavior).
List of all sound files: Including their names, file locations, and any relevant metadata (e.g., sound effects, ambient sounds).
List of all scripts: Including their names, file locations, and descriptions of their functionality.

4. Uploading to Client FTP - to update

Delivery Files: All final project files, including 3D models, textures, materials, scripts, and any other necessary assets, must be uploaded to the designated client FTP server.
Source Files: If required by the client agreement, source files (e.g., 3D modeling software files, texturing software files) should also be uploaded to the FTP server in a separate, clearly labeled directory.

5. Project Report

A detailed project report must be generated, documenting the entire project lifecycle. This report should include:

Project events:

Date	Event	Notes
[Date]	Project Kickoff	[Notes on project scope, timeline, team members]
[Date]	Milestone 1: [Milestone Name]	[Notes on progress, challenges, and any necessary adjustments]
[Date]	Milestone 2: [Milestone Name]	[Notes on progress, challenges, and any necessary adjustments]
[Date]	[Event Description]	[Notes on the event]
...	...	...
[Date]	Project Completion	[Notes on final delivery, client feedback, and any outstanding issues]

Project Manager Summary:

Successes:

[List key successes achieved during the project] Example: Efficient utilization of agile methodologies, effective communication with the client, successful implementation of innovative technical solutions.

Challenges:

[List and analyze key challenges encountered] Example: Unexpected technical hurdles, tight deadlines, unforeseen client requests. Lessons Learned:

To Keep:

[List best practices and successful strategies to implement in future projects] Example: Regular client communication, thorough risk assessment, early prototyping.

To Fix:

[List areas for improvement in future projects] Example: Streamline the bug reporting process, improve resource allocation, enhance project planning tools.

This end-of-project protocol serves as a valuable framework for ensuring consistent quality, efficient delivery, and continuous improvement within Gaya Studios.

Note: This is a sample template and may need to be adapted based on specific project requirements.