PROJECT HANDOVER CHECKLIST

See Defence Estate Quality Management System (DEQMS) for all guidance/processes and templates.

All documentation must be filed on Objective.

PROJECT NAME:
PROJECT NUMBER:
PROJECT STATUS: / □ Planning Phase □ Delivery Phase □ Completion Phase
□ Other (specify.) ______
ROLE FOR HANDOVER:
HAND OVER DATE:
Purpose: The primary purpose of completing a Project Handover Checklist is to support a robust handover when there is a change in staff. The checklist must be completed and signed by the person in the existing project role and handed over with the project file and documentation. The new person undertaking the role will receive this and confirm that the handover has been undertaken.
Assurance must be provided by the Project Director who will provide their signature to confirm that handover has been taken to a satisfactory level. If the Project Director role is being handed over then assurance will be provided by the Director.
The secondary purpose of the Project Handover Checklist is to track project items during the project lifecycle.
Item No. / Checklist Item / Document Objective Link / AF Number / Comments
Where the item is applicable tick the box
*Symbol is for meeting minutes. Provide location of copies of previous minutes / Include a link to Objective or the AF number / Any additional comments or matters outstanding
  1. Planning Phase

1.1 / □EIR
1.2 / □PDDP
1.3 / □Evaluation Plan
(and all amendments)
1.4 / DIP Engagement Evidence (for example PMCA, probity etc)
□Request for Proposal / Quotation
□Response to RFP
□SOW
□Proposal Evaluation Board Report
□Negotiations
□Commitment / Contract Approval (PGPA S23)
□Purchase Order
□Signed letter of Acceptance
1.5 / □Legal Engagement
1.6 / Business Case
□Initial Business Case
□Preliminary Business Case (if applicable)
□Detailed Business Case
1.7 / □DISC Outcomes
□DEC Outcomes
1.8 / □Functional Design Brief
1.9 / Approvals
□PWC / Group / Departmental Approvals
□Statement of Evidence / Facts Sheets
□PWC Cost Plan
□PWC outcomes
□Cabinet submission Documentation
1.10 / Engage Design
□ITR
□RFT
□Board Reports
□Negotiations (as per PM CA)
□Commitment / Contract Approval (PGPA S23)
□ Trust Deed signed (if applicable)
□Design Reports / Reviews (30%, 50%, and 90%)
□Risk Management Workshops minutes / outcomes*
□User Consultation / Sponsor
□Engagement minutes*
□Stakeholder Analysis
□Value Management Workshop Minutes / Outcomes*
□Meeting Attendee Record*
□Monthly Project Reports
1.12 / □Community Consultation Meeting Minutes / Letters*
1.13 / □Environmental Reports / Approvals
1.14 / □Stakeholder Contact List
(refer to back page)
1.15 / CIOG
□ICT Project Requirements Document
□ICTBR Project Definition Study
1.16 / Site Selection
□Site Selection Documentation
□Board Reports
1.17 / □Asset Classification Document
1.18 / □ Trust Account Reviewed by PMCA
□Other (include description)
Item No. / Checklist Item / Document Objective Link / AF Number / Comments
Where the item is applicable tick the box
*Symbol is for meeting minutes. Provide location of copies of previous minutes / Include a link to Objective or the AF number / Any additional comments or matters outstanding
  1. Delivery Phase

2.1 / Re-engaging PMCA
□Negotiations
□Commitment / Contract Approval (PGPA S23)
□Purchase Order
□Signed letter of Acceptance
□Engagement documents in accordance with PDDP (i.e. continuation of engagement from planning phase or new requests for proposal / tender)
2.2 / Appoint PMCA
□Bank Guarantees lodgement receipts
□ITR
□RFT
□Board Reports*
□Negotiation Outcomes (including history of negotiations)
□Contract Approval (Financial delegations / Approval)
□Capital Creation submission (DEMS / ROMAN)
□Executed Contact
□Purchase Order
2.3 / □Start Up Meeting Minutes*
2.4 / □Construction Contractor Plans
2.5 / Environmental / Heritage
□ECC
□EIR
□Heritage
2.6 / □Communication Plans
2.7 / □Monthly Project Reports*
□PCG Meeting minutes*
□PGB Meeting minutes*
□PM/CA
□DSC
□HC/MC and PRG briefs and reports
2.8 / □Monthly Meetings and Minutes*
2.9 / □For Construction Drawings
2.10 / □Finance Records
□Variation and approval
□Purchase Order Increases
□Payment history
□Trust Account Audits
2.11 / □Dispensations
2.12 / □Stakeholder Contracts List
2.13 / □ICT / CIOG
□Funds availability
□ICTBR
□CIOG Project Management Document
□Statement of work
2.14 / □Other (include description)
Item No. / Checklist Item / Document Objective Link / AF Number / Comments
Where the item is applicable tick the box
*Symbol is for meeting minutes. Provide location of copies of previous minutes / Include a link to Objective or the AF number / Any additional comments or matters outstanding
  1. Project Completion

3.1 / □Handover / Takeover Reports and attachments
3.2 / □Handover / Takeover Completion checklist
3.3 / □Validation Inspection minutes*
3.4 / □Security Certificate / Accreditations
3.5 / □Completion Certificates / Notice of Completion
3.6 / □Rollout Documentation
3.7 / □Contract / Project Close Out Meeting Minutes
3.8 / □Defects List
3.9 / □ Bank Guarantee / Insurance bond Letter of Receipt
3.10 / □Drawings Register
3.11 / □ Trust Account closed (if applicable)
3.12 / □Other (include description)
Confirmation of Handover: / We hereby confirm that the job handover is adequately completed and that all outstanding actions will be followed up by the new incumbent.
Note:
If an activity is pending, then an action plan needs to be established to resolve all outstanding issues (i.e. record action plan in minutes of meeting).
Existing Role: The project role to be handed over must complete the information below to confirm they have filled out the handover checklist
Print Name / Signature
Role / Date
New Role: The new project role must complete the information below to confirm that they have received the completed handover checklist
Print Name / Signature
Role / Date
Approval: The Project Director must sign below to confirm that project hand over has been undertaken successfully. Note: if the project director role is being handed over the approval must be provided by the Director.
Print Name / Signature
Role / Date

Project Stakeholder Register

Complete this with information about the relevant project stakeholders.

Stakeholder Name / Division / Company / Role / Contact Details

PROJECT HANDOVER CHECKLIST1