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Project Handover Checklist


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Project Handover Checklist During the implementation of a project it may be required to hand over managerial duties to a new project manager who should be aware of all the details of the project in order to proceed with the implementation. Often this process is performed to delegate duties and responsibilities. Read Project Handover Checklist to learn how to drive the process efficiently.

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Handover Phase.

  • Project handover phase takes place when the need for delegating managerial duties and responsibilities occurs within a project, so an existing project manager is to be replaced with a new person who will perform the project manager’s role. Below is a checklist to get prepared for the phase.
  • Before the beginning, make a detailed description of your duties and responsibilities within your project.
  • Create a plan and break it down into tasks to delegate your duties to a new person.
  • Send an email letter to all project stakeholders to notify them of the upcoming replacement.
  • Plan for organizing a presentation for key stakeholders (project sponsor, project customer) to describe your strategies and introduce a new project manager.
  • Once the procedure is done, prepare a report and submit it to senior management.

 Project Overview.

  • Provide a new project manager (PM) with information on your project, including the next details:
    • An overview of the project history.
    • Project management plan, including goals, deliverables, expectations and requirements.
    • Project schedule, including the project timeline.
    • Project budget, including cost estimates.
    • Staffing plan, including names of key managerial staff members.
    • Risk management plan, including a contingency plan and risk mitigation strategies.
    • Project contract, including service agreements.
    • Communications management plan, including the communications matrix.
    • Provide your new project manager with the next key project management documents:
      • Project Charter, including pre-charter documents such as Feasibility Study, Business Case and Funding Request.
      • Stakeholders List.
    • Prepare a document (the format of the document is floating, depending on your organization’s requirements) and sign it with your new project manager.

Project Team.

  • Prepare all the information on the project team, including:
    • Names and contact information of team members
    • Both individual and collective roles of team members
    • Direct responsibilities and duties of each team member
    • Team leaders and supervisors
    • Training programs and plans
    • Existing team structure
    • Hold a briefing with your new project manager to present him/her the information on your project team.
    • Hold a meeting with the team to personally introduce your new project manager to team members and delegate your managerial duties.
    • Provide the team with information about your new project manager (Name, Experience).

Project Finances.

  • Provide your new PM with details of the project finance plan.
  • Make sure your new PM has reviewed the next components of the project finance plan:
    • The labor component, including salaries, penalties, rates.
    • The budget component showing the budget bid for the project.
    • The cost component showing expected costs for the project.

Project Customer.

  • Provide your new project manager with all relevant customer information, including the next details:
    • Name.
    • Address.
    • Phone, fax and mobile numbers.
    • Home numbers, if applicable.
    • Focus your new PM on key customer’s requirements and expectations.
    • Provide the customer organizational chart.
    • Make sure your new PM has reviewed the business contract signed by the customer.

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