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Project transfer statistics

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Victor Hugo Duran Laura Project Manager| CANVIA - Scotiabank PerĂº Lima, Peru
We are making a supplier change in a very relevant project in our organization and we are concerned about identifying the resources we will need to achieve it. On the one hand we have the outgoing supplier who must transfer the knowledge but must continue to maintain the operations of the project. And on the other hand, the incoming supplier will receive the knowledge and will be responsible for any problems that arise while the knowledge transfer is taking place.

What tools or techniques could we use to identify the activities and resources necessary to achieve the transfer of the project with the least possible impact?

Are there any statistics that can help us know what the success or failure of these cases has been?
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
Victor, I highly encourage you to create a Responsibility Assignment Matrix and Traceability Matrix where you can show all activities and link them to the person and supplier responsible. This way you can something concrete to measure progress against.

Another suggestion would be to assign a Transition Coordinator to oversee the transfer.
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1 reply by Victor Hugo Duran Laura
Mar 11, 2024 1:26 PM
Victor Hugo Duran Laura
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Thanks Rami!

Transition Cordinator, that is a really good idea. Where can I find information about this please?
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Victor Hugo Duran Laura Project Manager| CANVIA - Scotiabank PerĂº Lima, Peru
Mar 11, 2024 1:13 PM
Replying to Rami Kaibni
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Victor, I highly encourage you to create a Responsibility Assignment Matrix and Traceability Matrix where you can show all activities and link them to the person and supplier responsible. This way you can something concrete to measure progress against.

Another suggestion would be to assign a Transition Coordinator to oversee the transfer.
Thanks Rami!

Transition Cordinator, that is a really good idea. Where can I find information about this please?
...
1 reply by Rami Kaibni
Mar 11, 2024 1:31 PM
Rami Kaibni
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Victor, just google "Transition Coordinator" and you will get so many results for job postings related to this role and you can then have an idea of what this role involves. Even on LinkedIn, if you go to Jobs, and search for this role you will get many results. Hope this helps!
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Rami Kaibni
Community Champion
Senior Projects Manager | Field & Marten Associates New Westminster, British Columbia, Canada
Mar 11, 2024 1:26 PM
Replying to Victor Hugo Duran Laura
...
Thanks Rami!

Transition Cordinator, that is a really good idea. Where can I find information about this please?
Victor, just google "Transition Coordinator" and you will get so many results for job postings related to this role and you can then have an idea of what this role involves. Even on LinkedIn, if you go to Jobs, and search for this role you will get many results. Hope this helps!
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Ashwin Kumar H M
Community Champion
Consultant| Canarys Automation Ltd Bangalore, Karnataka, India
Victor Hugo Duran Laura - Here are some of the possible tools you can explore as a "Transition Coordinator". These may not be called as one. But, they have features that can be utilized for your purpose.


ServiceNow: ServiceNow offers a range of solutions for IT service management, including tools for transition planning, knowledge management, and collaboration.



Atlassian Confluence: Confluence is a collaboration and documentation tool that enables teams to create, share, and collaborate on project documentation, knowledge bases, and transition plans.



Smartsheet: Smartsheet is a project management and collaboration platform that allows teams to plan, track, and manage transitions through customizable sheets, calendars, and workflow automation.



Monday.com: Monday.com is a work operating system that provides tools for project planning, task management, and collaboration, making it suitable for coordinating transitions and knowledge transfer activities.



Jira: Jira is a project management tool specifically designed for software development teams, but it can also be used for transition planning, issue tracking, and collaboration during knowledge transfer processes.



SharePoint: SharePoint is a Microsoft platform for document management, collaboration, and intranet solutions. It can be used to create knowledge repositories, facilitate communication, and coordinate transition activities.



Basecamp: Basecamp is a project management and team collaboration tool that offers features such as to-do lists, file sharing, messaging, and scheduling, which can be useful for coordinating transition tasks and communication.

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Kiron Bondale Retired | Mentor| Retired Welland, Ontario, Canada
Victor -

to add to Rami's feedback, a lot will depend on the relationship your organization and team has with the outgoing supplier. If it was a solid, mutually beneficial relationship, the supplier will likely be motivated to do a good job of transferring knowledge and other responsibilities to the new supplier. If not, then you might need to be a lot more explicit regarding the scope, responsibilities, terms & conditions and so on of the transition.

I would also echo Rami's suggestion to have someone act as the single point of contact on your side to work with both suppliers to ensure a seamless transition.

And as always, practice a healthy dose of risk management to avoid as many unpleasant surprises as you can!

Kiron

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