Project Management

Documents Supplied for Post-HOTO

From the Project Confusion in Transition Management Blog
Projects are about transition from one state to a desirably better state. Management is often viewed as a source of confusion. So lets break down the confusion and build up the means for transition to meaningful deliveries.

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Documents Supplied for Post-HOTO

Notes on Documenting Acceptance Tests

Notes on Handling Over & Taking Over

Notes on Reporting Progress

The contract may require the project team to deliver the following, which could be the final documents or mere guidelines for the taking-over team to expand or improve upon. These are typical:

  1. Security Management Plan (SMP) – presents all aspects of security i.e. cyber and physical, which may include matters on health and safety; the latter can be a separate document.
  2. Maintenance Plan (MP) – include Analysis of Performance templates.
  3. Troubleshooting Guide and-or Recovery Plan – note that knowing the problem doesn't mean being able to recover fully to normalcy.
  4. Disaster Recovery Plan (DRP)
  5. Training & Exercise Plan
  6. Certificates & Certifications – more like a plan to track and update on claims/long term tasks.

When human resources are involved upon handling over a project to business operations, it would be prudent for the project team to consider and present on matters such as on training and certifications. Some pointers on the emphasis, include:

Trainings & Exercises

  • Train new personnel, or train for succession particularly when experts are few and they perform mostly on tacit knowledge.
  • Update on lessons learned. Organizational support for this process is crucial for lessons to be recorded honestly and factually.
  • Improve on maintenance operations. How effective is this process (if it exist) without lessons learned? And sufficient data.
  • Practice troubleshooting and recovery of operations including recovery from disaster. Do they?
  • Practice handling extraordinary incidents such as emergency evacuation, lockdown, and attack in-situ. It is a question of when it will happen, not if. Don't sweep this topic under the carpet!

Certificates & Certifications

  • Competencies of personnel – e.g. may require biennial renewals. This may include certification on health for certain job roles, as well as background checks (could be periodic) for some industries.
  • Fit for use e.g. that appliances are calibrated – may require recalibration after certain duration or frequency of usage.
  • Licenses e.g. on use of software, from authorities to operate, etc. You wouldn't want a software lockout disaster, because nobody knows there's that license and the software vendor was unable to remind/reach anyone to collect subscription, to renew the license.
  • Permits e.g. for personnel to access restricted areas, draw power from certain supply sources within a campus, etc
  • Lifespan of e.g. appliances, infrastructure elements, etc. Similar to licenses, you wouldn't want a hardware crash to discover there is no more support or worse- no replacement for the product range.


Public domain See my notes for training on –

Posted on: May 01, 2022 11:49 AM | Permalink

Comments (2)

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Great reminders, Elok. On my last project, we had to deal with a development tool license downgrade--going from a full feature version to a lesser one. It required a lot of management to transition the teams to the reduced environment.

Thank you Stéphane. I am seeing much more compromises in the application of standard tools lately. Even in the delivery of mission critical systems. But that's just my observations (within work I am involved in) without factual data.

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