Paper No:
STRATEGIC PLANNING AND CHANGE
HANDOVER REPORT
Project Title:
From:
Author:
Creation Date:
Last Updated:
Version:
To:
Change Record
Date
Author
Version Change Reference
Distribution
Copy No
Name
Location
Consultation
Name
Service/School
Title
1
Contents
1.
2.
3.
EXECUTIVE SUMMARY................................................................................................................................................................... 3
INTRODUCTION............................................................................................................................................................................ 4
BACKGROUND ............................................................................................................................................................................. 5
3.1. Project Objectives............................................................................................................................................................ 5
3.2. Expected Benefits ............................................................................................................................................................ 5
3.3. Project scope ................................................................................................................................................................... 5
3.4. Scope Change/Exceptions ............................................................................................................................................... 5
3.5. Project Activities.............................................................................................................................................................. 5
3.6. PROJECT RESOURCES ................................................................................................................................................................ 6
a) Staff ..................................................................................................................................................................................... 6
a) Finance ................................................................................................................................................................................ 6
b) Support & Training .............................................................................................................................................................. 7
3.7. ASSESSMENT OF PROJECT DELIVERY TO DATE ................................................................................................................................. 8
3.8. Project objectives met/not met to date .......................................................................................................................... 8
3.9. Project activities completed to date................................................................................................................................ 8
3.10.
Benefits realised to date ............................................................................................................................................. 9
3.9. LESSONS LEARNT ................................................................................................................................................................... 10
a) Positive lesson learnt ........................................................................................................................................................ 10
b) Constructive lessons learnt ............................................................................................................................................... 10
4. ACTIONS TO COMPLETE THIS PROJECT............................................................................................................................................. 11
4.1. Resources ...................................................................................................................................................................... 12
4.2. Budget ........................................................................................................................................................................... 12
4. CONCLUSIONS ........................................................................................................................................................................... 13
a) Acknowledgements ........................................................................................................................................................... 13
2
1. Executive Summary
What was the project brief?
Cut and paste a high level section from each of the following sections:
Objectives
Budget
Lesson learnt
Actions to complete this project
3
2. Introduction
The aim of this document is to provide sufficient information for the project to be handed over from the current
project manager and to reassure the board that the handover is thorough.
This document will cover the following areas:
-
Background
Project objectives
Original resources and budget
-
An assessment of the project delivery to date
Project objectives, activities and benefits achieved to date
Lessons learnt to date
-
Actions to complete this project
Project plan
Ongoing resources & budget
Project governance
4
3. Background
This can be cut and pasted from the introduction in the PID or business case
3.1.
Project Objectives
List the project objectives as bullet points
3.2.
Expected Benefits
What are the expected benefits from the project? These may be financial or non financial
3.3.
Project scope
What did the project sponsor agree as being in scope for this project?
3.4.
Scope Change/Exceptions
Have any changes occurred to the scope of the project so far?
How did the changes come about? (A remedial action or addition to scope?)
What effect have they had on resources, timescale, cost or quality?
3.5.
Project Activities
What activities were planned to be carried out to meet the project objectives?
5
4. Project Resources
a) Staff
The project team to date:
This should be taken from the PID and updated to show the actual staff resource used to date
Job Title
Name
Days required or % of time
b) Finance
The current spend against the original budget:
T his should be taken from the PID and updated to show the actual spend against forecast spend
Project Setup Costs
Original Budget
Month
Variance
If the project was under or over budget explain why. Highlight any savings made that are in addition to the
financial benefits expected
6
c) Support & Training
What support and training was provided in preparation for go live?
What support and training is outstanding?
What are the future requirements?
Who is providing the support and training? (Internal or external supplier)
Is there a cost associated? (Project cost or operational cost
7
3.7. Assessment of Project Delivery to date
3.8.
Project objectives met/not met to date
List the project objectives and enter a tick to show whether they have or have not been met
Objective
3.9.
Met
Not met
Project activities completed to date
List the project activities and enter a tick to show whether they have or have not been completed
Project activity
Met
Not met
8
3.10. Benefits realised to date
List the project benefits and enter a tick to show whether they have or have not been realised
Expected benefits
Met
Not met
9
3.11. Lessons Learnt
Key lessons learnt to date are:
Enter the key lesson learnt
a)
Positive lesson learnt
What went well? Add information that can be valuable to future projects i.e. “Would recommend the supplier”
b)
Constructive lessons learnt
What didn’t go so well?
Why didn’t it go well?
What would you do differently next time?
10
4.
Actions to complete this project
Insert an updated project plan to take the project through to completion
11
4.1.
Resources
What additional resources will be required?
Include staff support
4.2.
Budget
Insert the budget details entered on page 7 and add forecast spend and any saving to date
Project Setup Costs - Year 1
Budget
Month
Forecast
Total
Saving
Total
4.3.
Project Governance

Who will be responsible for the completion of this project?

Will the Project Board continue to meet? What frequency?

Will there be any regular meetings with the supplier to manage relationships and performance
4.4.
System Ownership

Who is the “owner” of the system

Who is the supplier of the hardware and software support

Who will support any Interface
12
5. Conclusions
a) Acknowledgements
i.
Project Board
ii. Others
Author:
Title:
Date:
13