Project Transition and Handover Process
1. Transition Planning
Initiate a comprehensive transition plan during the closing phase of the project that will detail what deliverables will be handed over, to whom, and over what timelines.
Example:
In an IT project, the plan provides for the project manager to facilitate all functions of a newly implemented software system converting into an operations function with clear timelines and responsibilities.
2. Document and Knowledge Transfer
Compile a comprehensive library of documents, e.g., technical guides, user manuals, best practices, and hold sessions for knowledge sharing, whereby critical information is passed to the operational team.
Example:
The IT Support Team receives trained personnel from the development team on the software’s architecture and troubleshooting methods in the course of a software development project.
3. Checking & Validating
Ensure that all project deliverables comply with the relevant quality requirements. Validate that the transition conforms to the project objective and that no item is missed.
Example:
The project manager does a final inspection to ensure the requirements and standards regarding safety and construction are met before handing over the project to the facility management team in the building construction project.
4. Communication with Stakeholders
The communication of the transition plan, along with addressing any concerns or questions, was done with all relevant stakeholders such as operational teams, customers, and project sponsors.
Example:
The project manager holds transition planning and role clarification meetings with marketing personnel and clients in marketing campaign projects.
5. Operational Readiness Assessment
Assess the readiness of the operational teams to manage project deliverables by checking that they have the required training, tools, and resources to be able to take over successfully.
Example:
For manufacturing projects, workers in the production line would be trained on new equipment to ensure readiness for a smooth transition.
6. Pilot or Soft Launch
For most complex transitions, a pilot phase or soft launch would be conducted to identify and correct any issues before the full-scale implementation.
Example:
In e-commerce website development, for users to test the platform and give feedback before the official launch, a soft launch is done for a few users in the sample.
7. Handover and Acceptance
Handing over project deliverables, assets, and responsibilities formally to the operational team or customer. It records all actions by the parties involved.
Example:
After a civil construction project, the contractor completes the construction of the facility and releases it to the facility management team with the completion of a document signifying handover.
8. Support and Transition Phase
Help facilitate and smoothen movement early on into the organization to tackle and/or assist with open issues. Monitoring of transition deliverables should be programmed to determine whether such will hold up.
Example:
This is the post-implementation support concept that enables the availability of the project team to stakeholders of the newly implemented ERP project.
9. Closure and Lessons Learned
An evaluation of the transition will take place and a lesson learned will be recorded for use in sharpening future projects.
Example:
Closure meeting with all stakeholders by the project manager after handing over the project to the client, which discusses successes and failures in the handover process.
Examples of Project Transition and Handover.
1. Infrastructure Transition: Civil Engineering.
There is a newly constructed bridge in a civil engineering project. Here, it is handed over to the transportation department, which will go ahead with safety inspections and maintenance and is transferred to that department.
2. Software Implementation.
In this kind of software development project, the users undergo training, and the help desk is set up to give support to users during the transition to the new software.
3. Facility Management Transition.
After a shopping mall’s completion and construction, the development team hands over operational control of the mall to a property management company responsible for leasing and property maintenance.
4. Product Launch.
In a product development project, the new product is to be launched, and for this, the project team coordinates with the marketing and sales departments. Subsequently, these two teams are left to conduct promotional and sales activities.
5. Manufacturing Process Transition.
New process of manufacturing; it the project team trains production line employees and executes a phased transition plan for driving into the updated workflow.
6. Service Implementation.
Structure Transtion plan on incident management and process monitoring for an operational team in an IT service project has allowed the seamless transition of responsibilities from one group to the other.
Conclusion
This project is all about the transition and handovers. Some projects are transfers to operational teams or customers, and others include meticulous planning, clear communication, comprehensive documentation, and even support to ensure such things will happen smoothly and effectively, project closing.
