Project Handover Checklist

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Handover Phase.

• Project handover phase takes place when the need for delegating managerial duties and responsibilities occurs within a project, so an existing project manager is to be replaced with a new person who will perform the project manager’s role. Below is a checklist to get prepared for the phase.
• Before the beginning, make a detailed description of your duties and responsibilities within your project.
• Create a plan and break it down into tasks to delegate your duties to a new person.
• Send an email letter to all project stakeholders to notify them of the upcoming replacement.
• Plan for organizing a presentation for key stakeholders (project sponsor, project customer) to describe your strategies and introduce a new project manager.
• Once the procedure is done, prepare a report and submit it to senior management.

 Project Overview.

• Provide a new project manager (PM) with information on your project, including the next details:
  • An overview of the project history.
  • Project management plan, including goals, deliverables, expectations and requirements.
  • Project schedule, including the project timeline.
  • Project budget, including cost estimates.
  • Staffing plan, including names of key managerial staff members.
  • Risk management plan, including a contingency plan and risk mitigation strategies.
  • Project contract, including service agreements.
  • Communications management plan, including the communications matrix.
  • Provide your new project manager with the next key project management documents:
    • Project Charter, including pre-charter documents such as Feasibility Study, Business Case and Funding Request.
    • Stakeholders List.
  • Prepare a document (the format of the document is floating, depending on your organization’s requirements) and sign it with your new project manager.

Project Team.

• Prepare all the information on the project team, including:
  • Names and contact information of team members
  • Both individual and collective roles of team members
  • Direct responsibilities and duties of each team member
  • Team leaders and supervisors
  • Training programs and plans
  • Existing team structure
  • Hold a briefing with your new project manager to present him/her the information on your project team.
  • Hold a meeting with the team to personally introduce your new project manager to team members and delegate your managerial duties.
  • Provide the team with information about your new project manager (Name, Experience).

Project Finances.

• Provide your new PM with details of the project finance plan.
• Make sure your new PM has reviewed the next components of the project finance plan:
  • The labor component, including salaries, penalties, rates.
  • The budget component showing the budget bid for the project.
  • The cost component showing expected costs for the project.

Project Customer.

• Provide your new project manager with all relevant customer information, including the next details:
  • Name.
  • Address.
  • Phone, fax and mobile numbers.
  • Home numbers, if applicable.
  • Focus your new PM on key customer’s requirements and expectations.
  • Provide the customer organizational chart.
  • Make sure your new PM has reviewed the business contract signed by the customer.

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