Project name
Project Handover
Action statement
Date Name Position Action required
(Review/Endorse/Approve) Due date
Prepared by Name
Title Job title
Branch/District Branch/District Division/Region Division/Region Location Floor, street, city Version no. 1.0
Version date 17 March 2006
Status Draft/Final review/Sign off (delete 2 of) DMS ref. no. DMS reference number
Document control sheet
Contact for enquiries and proposed changes
If you have any questions regarding this document or if you have a suggestion for improvements, please contact:
Project Manager Insert Project Manager's name here Phone Insert phone number here
Version history
Version no. Date Changed by Nature of amendment 09/07/2002 Initial draft.
Project Handover approval
The following officers have approved this document. Customer Name Position Signatur e Date Sponsor Name Position Signatur e Date
The following officer has endorsed this document.
Name Position Signatur
Contents
Executive summary ...5
1 Introduction ...6
2 Purpose of this document ...6
2.1 References ...6
2.2 Definitions...6
3 Project Customer, Sponsor and Project Manager...6
3.1 Project Customer ...6
3.2 Project Sponsor...7
3.3 Project Manager...7
4 Stakeholders...7
5 Background...7
6 Purpose/objectives of the project ...8
6.1 Purpose/objectives ...8
6.2 Links with the department’s strategic objectives ...8
7 Scope of project...8 7.1 In scope ...8 7.2 Out of scope ...8 7.3 Related projects ...8 7.4 Constraints...9 7.5 Urgency...9 7.6 Assumptions ...9
8 Outstanding project issues...9
9 Project performance ...10
10 Project benefits realisation ...10
11 Operational handover...10
11.1 Overview of impacts...10
11.2 Funding issues ...10
11.3 Risks...10
11.4 Handover...11
Executive summary
The Executive Summary is mandatory.
Provide a summary of the Handover Report. Focus on the status of the implementation (are the outcomes operational) and how outstanding issues will be managed.
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1
Introduction
Text in this document which has been copied forward from the previous document has been shown bold and italics “words copied from previous documents”.
2
Purpose of this document
The purpose of this document is to:
• obtain formal acceptance of the project’s deliverables from operational areas • identify outstanding project issues and who is responsible for resolving them
(operational area or project team).
2.1 References
This item lists any documents to which this document refers and could include reports on any previous investigations carried out. Include all previous documents prepared as part of this project.
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Type here
2.2 Definitions
In the table below define any term which this document’s audience may not understand, including specific terms, abbreviations and acronyms.
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Terms, abbreviations and acronyms Meaning
3
Project Customer, Sponsor and Project Manager
3.1 Project Customer
Enter the name of the Project Customer.
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3.2 Project Sponsor
Enter the name of the Project Sponsor.
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Insert name was the Project Sponsor.
3.3 Project Manager
Enter the name of the Project Manager.
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Insert name was the Project Manager.
4
Stakeholders
This section should illustrate the engagement undertaken with stakeholders and the key outcomes of that process as outlined in the completed community engagement planner for the project. List all stakeholders with an interest in this document including internal stakeholders (from regions/districts/divisions/branches with the department) and external stakeholders. Stakeholders may be listed in tabular form (as below). Include project customer and politicians as appropriate. Stakeholders may be categorised (internal, external and so on) where appropriate.
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Stakeholder
area Stakeholder representative Responsibility Interest/context
5
Background
Provide here sufficient information to bring the reader up to speed on the subject matter of the project, including a brief history.
This section should describe the history of the project. It should include details of: - Who initiated the project and how it was initiated
- Include a clear statement of the real underlying problem to be addressed. - Include a brief history of past community engagement, issues and outcomes. - Identify the impact of problems/issues over time
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Type here
6
Purpose/objectives of the project
6.1 Purpose/objectives
A statement of what the project was expected to achieve including potential benefits.
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Type here
6.2 Links with the department’s strategic objectives
A statement of how the project links to the department’s Strategic Plan and objectives.
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Type here
7
Scope of project
7.1 In scope
This defines the project boundaries. The scope outlined in any previous document should be confirmed here. List all items that were included in the scope of this project and note performance of the project against scope items.
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Type here
7.2 Out of scope
List identified items that were not delivered as part of this project.
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Type here
7.3 Related projects
List any related projects or proposals that may have affected this project and how their relationships to this project were managed.
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7.4 Constraints
Describe anything that might have impacted on the successful development and/or implementation of the project and how they were managed.
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Type here
7.5 Urgency
Identify the urgency of the project and describe how this affected the management of the project.
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Type here
7.6 Assumptions
List all assumptions made during the course of the project and discuss their validity.
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Type here
8
Outstanding project issues
Identify here the unresolved/outstanding issues that continue to exist at the date of operationalisation, what action is envisaged to resolve the issue, who is responsible for the issue and when it is planned to be finalised. The outstanding issues may best be presented in a table as outlined below.
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Issue Action to complete Responsible Date
Maintenance arrangements Creation of assets
9
Project performance
Detail how the project performed against the project success criteria in the Plan.
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Type here
10
Project benefits realisation
Detail how the product produced by the project is expected to perform against the business success criteria in the Project Plan.
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Type here
11
Operational handover
11.1 Overview of impacts
Outline the major impacts the project has had on the business and the potential future impacts that may eventuate under certain conditions (for example, an increase or decrease in customer demand and so on).
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Type here
11.2 Funding issues
Summarise the key financial impacts on the operational areas of the business and how they were or are to be funded.
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11.3 Risks
List the major ongoing risks as identified by the project and suggested mitigation where applicable.
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11.4 Handover
Detail here any issues relevant to the operational areas and suggested follow-up actions/instructions for dealing with the project’s deliverables on an ongoing basis. To delete this guidance text box, double click mouse in the left margin then press delete.
Type here
11.5 Maintenance and support
Detail any arrangement for ongoing maintenance or support of project outputs. To delete this guidance text box, double click mouse in the left margin then press delete.
Type here
When all information has been put into this document and the guidance text boxes have been deleted, it will be necessary to reformat the document taking out any blank lines. Once this is done, right click mouse in the table of content, click Update Fields, Update entire table, then click OK. This will update the table of contents to show the new page numbers.
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