In this video, I consider the question, ’When should you hand over your project deliverables?’ and look at how to do project handover.
This video is safe for viewing in the workplace.
This is learning, so, sit back and enjoy
Project Handover
When should you hand over your project?
‘When they are done’ is the obvious answer.
But there is more to it than that, or this would be a very short video.
What is Handover?
CONCEPTUALLY: Handover marks the boundary between delivery and closing stage of your project.
But, of course, not only is there more to it than that but also, in the real world, a project may have multiple handovers through the delivery stage. An obvious example is where you have a framework like Scrum embedded in a hybrid project, with a predictive lifecycle overlaid.
Project Handover is passing products from the project, into beneficial use and routine maintenance
Preparing for Handover
The project team conducts an internal review of deliverable/s
The operational team rehearses a period of shadow operating, where they determine whether they are prepared to receive handover. This is often the primary period when users receive their training. This is not about trying to squeeze the maximum content into lunch-break briefings. Allow plenty of time, not just for teams to build up a decent level of familiarity with the product, but also for them to start to feel comfortable and confident.
This is also the period of final user acceptance testing.
Before Handover: Readiness Review
Then, when both are ready for handover, there is a Readiness Review period, where the final product can be operated ‘as if’. This is a joint review period for both project and operational teams.
Do not try to short-cut this period. It is highly valuable and the last chance to catch significant issues and protect the receiving organization from, what can be, significant operational risks.
During this period, we expect to see formal checks – which may take the form of a Stage Gate or Gateway review.
The equivalent in Scrum would be a Sprint Review.
The formal checks include:
- Testing – confirmations/test certs – performance, quality, reliability… ‘fitness for purpose’ – against specification
- QC sign-off
- Risk review – o/s risks and issues
- Business is ready to receive handover – familiarity, training, understanding
- Snagging
- Go live planning and fall-back arrangements – and resourcing
When both the Project Manager and the Operational Manager or new owner are happy, it’s time for a formal handover.
Formal Handover – Sign-off
Formal Acceptance and handover documentation. This creates a transfer of responsibility and beneficial ownership. It is accompanied by Product documentation.
Transition to operational use and benefits realization
- Operational procedures/processes
- User support and customer care
- Planned and reactive maintenance
- Review for continuous improvement (processes) or incremental upgrades (products)
Operational Status
Finally, the operational team settles into routine use of the project’s product set. The only remaining roles for the Project Team are:
1. To set up Benefits Realization monitoring and a post-handover outcomes or benefits realization review (between 3 and 18 months after handover.
2. Orderly close down of the project
Recommended Videos to Help with Project Handover
Carefully curated video recommendations for you:
- The Software Testing Process: What is User Acceptance Testing – UAT?
- What are Stage Gates or Gateways? | Video
- How to Run an Effective Stage Gate Review | Video
- Scrum 101: The Fundamentals of the Agile Scrum Methodology
- What is a Sprint Retrospective? | Video
- Lessons Learned Meeting: How to make it Excellent | Video
- What is a Sprint Retrospective? | Video
Recommended Articles to Help with Handover
- What are the 3 Phases of an Effective Project Handover?
- Project Closure: How to Miss Nothing when You Shut-down Your Project
- How the Stage Gate Process Will Make You a Better Project Manager
- How to Get Your Next Lessons Learned Meeting Right
What Kit does a Project Manager Need?
I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list. I added my own.
Check out the Kit a Project Manager needs
Note that the links are affiliated.
Learn Still More
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For more of our videos in themed collections, join our Free Academy of Project Management.
