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This documents cover points that should be covered in scope of handover process. Handover is essential step in ensuring the continuity of a project or task when responsibilities are being transitioned from one person or team to another.

Actions checklist

Action Item

Assigned Person

Comment/Link

Done?

Define the Scope

Create a summary of handover scope.

  • Done

State what's outside of the handover scope.

  • Done

Inventory and Documentation

Prepare a summary of tools/technologies used.

  • Done

Ensure all documentation is up-to-date.

  • Done

Access Details

Transfer critical system/application logins.

  • Done

Update access list post-handover.

  • Done

Ensure secure credential transfer.

  • Done

Ongoing Tasks and Responsibilities

Document in-progress tasks.

  • Done

List any impending deadlines.

  • Done

Document recurrent or routine tasks.

  • Done

Identify unfinished tasks for the next tender.

  • Done

Training Sessions

Identify areas needing live demos/walkthroughs.

  • Done

List complex processes/tools requiring in-depth training.

  • Done

Document available training sessions/recordings.

  • Done

List available onboarding materials.

  • Done

Check if materials are in existing learning resources.

  • Done

Review Current Issues & Challenges

List outstanding bugs or unresolved tickets.

  • Done

Document recurring/inherent challenges.

  • Done

Discuss potential effects of further development on created modules.

  • Done

Environment Details

List number of environments (dev, test, prod).

  • Done

Document differences between coreMIS and demo instances.

  • Done

Detail environment-specific configurations/settings.

  • Done

Describe deployment management and responsibilities.

  • Done

Feedback Mechanism

Define post-handover communication methods.

  • Done

Detail the ticketing system and points of contact.

  • Done

Wrap-Up Meeting

Address receiving team's concerns.

  • Done

Ensure access to necessary resources/contacts post-handover.

  • Done

Formal Sign-Off

Define handover completion criteria.

  • Done

Address any required legal/formal agreements.

  • Done

Follow-Up

Schedule first follow-up post-handover.

  • Done

Define metrics/indicators for handover success.

  • Done

Additional information about points

1. Define the Scope:

  • Create a summary of what will be in scope of the handover.
    Leading question: What systems, projects, or processes are being handed over?

  • Clearly state what is outside of the handover scope.
    Leading question: Are there aspects that are out of the scope of this handover?

2. Inventory and Documentation:

  • Prepare a summary of what was used for the project.
    Leading question: What tools or technologies are involved in the project?

  • Prepare a summary of the documentation. Ensure that all documentation is up-to-date and relevant, if it isn’t explain the discrepancy.

    • Leading question: What documentation is available and are there any gaps in the documentation that need to be addressed?

3. Access Details:

  • Are there critical system or application logins that need to be transferred?

  • Who currently has access, and who should have access post-handover?

  • How will credentials be securely transferred?

4. Ongoing Tasks and Responsibilities:

  • What tasks are currently in progress?

  • Are there any impending deadlines?

  • Which tasks are recurrent or routine?

  • What part will not be finalized in scope of project and has to be moved to next tender?

5. Training Sessions:

  • What key areas might need a live demonstration or walkthrough?

  • Are there any complex processes or tools that need in-depth training?

  • Are there video recordings or training sessions that can be revisited later?

  • Are there any materials that can be shared and used for users onboarding?

  • Are materials part of the existing learning materials? If not how could they be included.

6. Review Current Issues & Challenges:

  • Are there any outstanding bugs or unresolved tickets?

  • Which challenges are likely to recur or are inherent to the system or process?

  • How further development of other openIMIS parts may affect created modules?

7. Environment Details:

  • How many different environments (dev, test, prod) are there?

  • How coreMIS instance is different from other imis instances like demo (custom configurations, etc.)?

  • Are there specific configurations or settings unique to each environment?

  • How are deployments currently managed and who is responsible?

8. Feedback Mechanism:

  • How can the receiving team raise concerns or ask questions post-handover?

  • Description of ticketing system and points of contact.

9. Wrap-Up Meeting:

  • What concerns does the receiving team have that haven't been addressed yet?

  • Are there resources or contacts they need access to, post-handover?

10. Formal Sign-Off:

  • What constitutes a complete handover for both parties?

  • Are there any legal or formal agreements needed to finalize the handover?

11. Follow-Up:

  • When should the first follow-up occur post-handover?

  • What metrics or indicators will be used to measure the success of the handover?

  • No labels

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