Saif Al-JubooryIT Project Manager| Centre TechnologiesKaty, Tx, United States
The company I'm working for have multiple departments that in some occasions are dependent upon each other and thus, understanding what they need from PM is critical. As an IT PM, when the project finished, we luck understanding what info should be circulated to the Managed Services Team (Help Desk), so for them to take care of the client right after.
My ask is that: Do you have a template that I can use to share with that department to fill out and send back to understand their requirements after project is finished or post-cutover? Saving Changes...
I do not have any. You may need to search the template section of this website.
However, I believe that you need to create your own due to the nature of your project environment. Saving Changes...
Scott SmithProject Manager| Scott Smith PMP LLCVenice, Fl, United States
If you don't find a template that feels ideal, relative to your objectives and your organization/departments, may I suggest you develop one on your own? Ideally, based upon past learnings about insufficient handoffs, and by involving the Managed Services Team in designing the template and approving the draft and then final content.
Certainly generic best-practice templates are a wonderful shared resource, but organizational and cultural differences sometimes make it easier or necessary to create a template oneself based on experience and adapting from PMBOK principles. Saving Changes...
Thomas WalentaGlobal Project Economy ExpertHackenheim, Germany
Great question.
I once created such a template for a client who outsourced the helpdesk and the contract included language to provide for service extensions. We had to add a process to it.
In some cases, the outsourcer had to hire new skills, even implement new tools to continue to support and this required a much earlier involvement to enable them prepare their capability and to recalculate SLA fees. Even lower service onboarding SLAs could apply.
In other cases, just adding new users with a rollout could mean adding new supported languages/phone lines.
So, I would suggest the PMO to sit together with the outsourcer/help desk architect and define the cases to cover and then see what they need to know in which timeframe.
If you are just one project, one service extension, I also suggest to sit together and define the needs of both parties. During requirements elicitation. Saving Changes...
Julija AtanasovaPhD(c)| University of TorontoToronto, Ontario, Canada
Although I don't have such a template I can share what we used to do.
I worked in large hospitals with multiple departments and each one of them was somehow affected after a project, so this is what I was doing:
1. Understand the process before the project, map it, have it either as an SOP or a flowchart
2. Find out once the project is done which elements will change, how and who will be affected
3. Create a new mapping with input from those working in the department
4. Once you are ready it will be easy to define the requirements and what is expected from the department after the project is completed
Ideally, have individual discussions and explain the project in general terms and ask the stakeholders, from the said department, how they perceive the project, what they think will happen once the project is done, and what are their expectations - do they feel this will add burden to them? training? or maybe it will make the work faster.
Instead of having a one-way communication make it more like a brainstorming session and identify those requirements together as a team. Saving Changes...
