Feed the Future Tanzania Land Tenure Assistance (LTA) Activity Closeout Plan

The program's closeout plan outlines the necessary steps to be taken to ensure a smooth transition and closure of the project. The plan is divided into several phases, each with specific milestones and deadlines. Phase I: Closedown Initiation (July 5, 2021) marks the beginning of the closeout process. The Field Closedown Team, Home Office Closedown Support, and Short Term Technical Assistance (STTA) are established to oversee the closeout activities. Coordination and communication among team members are crucial to ensure the successful completion of the closeout process. Phase 2: Closedown Preparation and Implementation (July – September 2021) focuses on the preparation and implementation of the closeout activities. This phase involves the consolidation and packing of audited operations files, finance documents, and other project-related materials. The team also decides which documents to be hand-carried back to Bethesda and labels boxes with bar code, project name, and mark destroy date. Phase 3: Final Activities Completed (October – November 2021) involves the completion of the final activities, including the physical inventory and equipment condition, identification of potential beneficiaries for equipment disposition, and creation of a project-wide disposition plan. The team also submits the complete disposition plan to USAID and contacts recipients to prepare MOUs for signature. Phase 4: Final Closedown (November – December 2021) marks the final phase of the closeout process. The team verifies and collects all equipment assigned to employees, prepares vehicle history records for handover, and verifies rent security deposits returned. The team also verifies final utility bills paid, travel advances cleared, and travel vouchers processed. The closeout plan also outlines the necessary steps to be taken for personnel, including submitting technical and travel requests for Closedown STTA, employment notifications for local staff, and reconciling leave balances and notifying staff. The team also audits personnel files, updates and sends EBDs to the DAI Office of Recruitment, and finalizes end-of-employment information for staff. In addition to personnel, the closeout plan also addresses information technology, including updating computer inventory, canceling Internet Service, backing up all electronic files, and cleaning hard drives. The team also notifies DAI Washington OIT of staff terminations and delivers technical reports to DAI Library. The closeout plan is a critical component of the LTA Activity's closure, ensuring that all necessary steps are taken to ensure a smooth transition and closure of the project. The plan's timeline and milestones provide a clear roadmap for the team to follow, ensuring that all activities are completed on time and within budget.