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Knowledge Transfer Best Practices? -- Templates/Process/Naming Conventions

Hello Fellow PM's,

I'm looking for recommendations on how to (most efficiently) go about transferring knowledge from Procurement teams, to Implementation teams. Without a clear/complete list of all contract nuances & unique requirements...the project plan cannot be updated or considered comprehensive.

As of today, my planned approach is to develop two forms of documentation:

1) Contract Nuances -- Unique & notable aspects (or terms) of the contract; but not necessarily deliverables; May or may not require project plan modifications.

2) Charter Deliverables -- Specific deliverables required by contract; May or may not require project plan modifications.

However, I am not 100% sold on the naming convention of these docs, and planning to develop from scratch. Are there any templates, or alternative methods/processes you recommend?
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Nathan -

The risk of duplicating information from the contract into some other documents is that if there are any contract changes over its life, those might not be reflected in the curated copies.

Usually, I've found the information flow to generally be from the project team to the procurement team in terms of requirements, specific constraints & assumptions and so on. The bulk of the team would not need to know most of the T's & C's within the contract - any that they would need to be aware of should be added to the team's ground rules. In most cases, it's the PM who would need to be aware of those, and a highlighted copy of the contract might suffice.

If you are using an online collaborative tool such as Confluence, a wiki page might be created based on extracts from the contract but you'd still run the risk of inconsistencies as contract changes occur.


Hi Kiron,

Very good point about version control, and definitely something to consider before I determine my best course of action!

I'm using MS Project 2013 (Standard; not Server Edition), so I'm not so sure how much collaboration I can leverage there. However, MS SharePoint might provide me with more options. I just need to do some research.

Thank you very much for your very insightful response!

SharePoint is definitely the way to go for this. Your planned approach thus far is adequate to pilot it on SharePoint and monitor how it goes over time.

I agree with Sante, Sharepoint is the best tool for this.

Thanks again to all for your feedback. SharePoint it is!

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