Applied AI library

Closing Calendar Orchestrator

The orchestrator plans the next close and tracks each team's activities against the calendar. It sends each team its assignments and follows up when activities run late.

At a glance

The closing coordinator plans the closing calendar each time and coordinates with all the relevant teams. The process is highly repetitive and time consuming. Days before the close starts, they use the new publication date to set the schedule for each activity. They send each team its planned activities, then track progress and controls. Several times a week they share the same status with management.

The orchestrator takes most of the administrative work away. It plans the next close by working backwards from the publication date. It sends each team the relevant dates and marks activities as done based on evidence. It follows up on what is late and reschedules work within the available time. It also tracks control checks and archives the final reporting package.

  1. Agent: Works backwards from the fixed publication date to plan the next close using the template and last quarter's actual timings.
  2. Person: The close manager reviews what changed against last close and releases the calendar to the teams.
  3. Agent: The orchestrator sends each team its activities and dates, and points every message into one shared process view.
  4. Agent: Marks work done from evidence, chases what is late, and resequences inside the float it has.
  5. Code: The control checks and the close checklist run. A failure the orchestrator cannot settle becomes one decision for a person.
  6. Person: The close manager approves the publication, then the orchestrator sends the pack to the governed distribution list.
Primary user
Close manager and teams
When to use
A new quarter-end close needs to be planned
Inputs
Close template, owners, control rules
Outputs
Calendar, assignments, live status

Preview the orchestrator's output

This section follows one quarter's close from the planned calendar to the published pack. The orchestrator coordinates the whole process autonomously and asks for human approval on the steps that involve judgement. Below you can see the output of each stage.

Agent

Plan next close

The orchestrator works backwards from the fixed publication date, across working days and local holidays. ACT-07 had no owner, because the reserving lead left in August, so it assigned the successor named in the owner directory.

Calendar 2026-Q3

26 activitiesReady to release
  1. 25 SepD-3
    • ACT-01Cut-off notice issued
    • ACT-02Subledger freeze prep
  2. 28 SepD-2
    • ACT-03Interface health check
    • ACT-04Rate tables loaded
  3. 29 SepD-1
  4. 30 SepD0

    Quarter end

    • ACT-05Entity ledgers closed
    • ACT-06Subledgers frozen

    +1 more

  5. 1 OctD+1
    • ACT-11IGR premium schedule
    • ACT-16Late accrual batch

    +2 more

  6. 2 OctD+2
    • ACT-18Reinsurance recoveries
    • ACT-22IGR settlement
  7. 5 OctD+3
    • ACT-23Control checks run

    +1 more

  8. 6 OctD+4
    • ACT-24Consolidation pack
    • ACT-25Entity attestation
  9. 7 OctD+5

    Publication

    • ACT-30Management brief
  10. 8 OctD+6
    • ACT-27Statutory extracts
    • ACT-31Tax pack handover
  11. 9 OctD+7
    • ACT-28Close file archived
    • ACT-32Retrospective
Timing adjustedOwner reassignedHover or tap a highlighted activity for details.

End of this guide

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