Hi, I'm Jeff, and in this lesson we'll learn how to transfer ownership of a project into operations once it is complete. Once a project is complete, a project manager will often not be involved in the operation of the project's deliverables, so the project will need to transfer to those who will be responsible for implementation. This occurs when the project's deliverables are ready to be implemented as judged during the readiness evaluation. This transfer process helps inform the individual responsible for implementing the deliverable about any details learned during the project development process that may assist them in their work.
It is best for a smooth transfer if, early in the project, the project manager knows the individual who will take over implementation of the deliverables. This person should be considered a key stakeholder, and the project manager should communicate with them throughout the project life cycle. This will give the transfer individual considerable experience and knowledge of the project. If possible, it also helps to transfer responsibility and accountability to a single individual. Even if a group or department takes over implementation, try to identify one person who will represent that group.
The project transfer should occur in a transfer meeting organized by the project manager. All project information and documentation necessary for the transfer should be compiled by the project manager before the meeting. It's the project manager's responsibility to investigate how much the individual implementing the project deliverables knows about the project, then provide the information needed to fill any knowledge gaps.
The project manager should review the project scope with the transfer individual during the meeting to make sure all quality and performance details are understood. In addition, the expectations of the stakeholders should be communicated, since they will continue to determine the success of the project during implementation of the deliverables. If the transfer individual has been involved in the project, then the project manager won't need to review the history of the project, though the individual should still be informed of any key decisions or issues they didn't experience directly. Finally, the project manager should describe the final status of deliverables and review any outstanding issues that still remain.
Here's a checklist of the information that should be covered in a transfer meeting. Customize this list based on the experience of the individual implementing the deliverables. The project manager should cover project deliverables, project requirements, project stakeholders that were included in the project, outstanding issues if any exist, outstanding performance or quality issues if any of those exist, and the contact information for any project team members who will serve to support the product during implementation. They should be team members who were involved in the creation of the deliverables.
After the transfer meeting is complete and the official handoff has occurred, the project manager should continue to check in with the individual responsible for implementation. It is not only a courtesy, it might be essential for a successful implementation since the project manager has intimate knowledge of how the deliverables were produced. With periodic communication, either in person or email or other means, the project manager shows that they are attentive and proactive. Then, if questions arise about the deliverables, the implementation individual will feel comfortable consulting the project manager if needed. In most cases, after an appropriate time and a period of smooth implementation, this contact can end.
A real world example of a project transfer might be the development of a new car engine. The design of the engine would be managed as a project. And once the design of the engine was complete and verified, the project manager would transfer the actual implementation and manufacturing of the engine to an operation's individual.
So now the project is transferred. Excellent work. In this lesson, we learned about the transfer of project ownership. We understand how the project manager cooperates with the individual receiving the transfer, that a transfer meeting is needed, and what should be covered at this meeting, and we know why the project manager should follow up after the transfer of the project. Thanks for listening and have a great day.
Source: Image of hands passing baton, woman sitting with man, Creative Commons, Kelly Eddington; Image of keys, man shaking hands with woman, callout box, document, arrow, three path arrow, not sign, man on smartphone, texting callout, images by Video Scribe, License held by Jeff Carroll.
The process of handing off formal control of project deliverables to an individual or group responsible for implementation.