Transition Document Guide and Template Version 1.1 This guide document is to be read in conjunction with the following template to develop a Sigma Way…

Transition
Document

Guide
and Template

Version 1.1

This guide document is to be read in
conjunction with the following template to develop a Sigma
Way for Projects – Transition Document.
This guide should be removed from the front of the final document.

This guide and template are available
from the Program Management Office (PMO) section of the Business
Systems Homepage on the intranet.

The
Sigma Way for Projects – Transition Document

What is a Transition Document?

A
Transition Document describes an agreement between the project and
business as usual describing:

How
project products are transitioned into the business

How
uncompleted project tasks are transferred to an owner within the
business

Why develop a Transition Document?

A
Transition Document is developed to:

Identify
the tasks that must be completed during transition from the project
to business-as-usual (BAU)

Identify
who is responsible for these tasks

When would you develop a Transition
Document?

The
Transition Document may require consultation and negotiation with the
business before final agreement regarding ownership of the project
products is reached. As a result, it may be appropriate to start
developing this document well before project closure, once the
business owners have been identified. Early drafts will not have all
the handover details completed, for example, outstanding change
requests. However, it will provide the business owners with the
information they will need to plan for the transition of the project
products into the BAU environment.

What quality criteria should be
observed?

All
issues should be closed or have recommended follow-on action
documented for them, with a business owner identified who becomes
the new owner of the issue

The
Project Board and PMO should agree with the report

What you need before you start

Project
documentation such as the Project Initiation Documentation (PID),
Project Schedule, Project status reports, Risk Register and Issues
Register.

What you will have when you are
finished

A
signed agreement between the project and the business, confirming
acceptance of the project products and management of outstanding
project tasks.

How to use this template

Open
the Transition Document Template from the intranet and save in your
project folder as a Word (.doc) file using The
Sigma Way for Projects
file naming convention. This is made up of the following components:

Business
area id-Project number–yyyy eg. HRO-10-2011

Document
name eg.
Transition Document

Version
number eg.
V0.1

Draft
version numbers start at 0.1 and increase by one for each release eg.
0.2, 0.3. Once a document is signed-off and issued the version number
changes to 1.0. Subsequent changes are 1.1, 1.2 etc. The signed-off
and issued second version is 2.0.

Example:
HRO-10-2011
Transition Document V0.1.doc

A
number of different text styles have been used within the template,
as follows:

Text
in blue
italics
is intended to provide a guide as to the kind of information that
can be included in a section. It should be deleted from the final
document.

Text
in normal font is intended as an example when preceded by the text
“eg.”.

Text
enclosed in <angle brackets> is intended to be replaced by
whatever it is describing.

Where to get additional help

Project
Management tools and contact details for assistance are available
from the Program Management Office (PMO) section of the Business
Systems Homepage on the intranet.

Checklist

Have
you remembered to:

Save
the template as a Word (.doc) file using The
Sigma Way for Projects
file naming convention?

Remove
this guide and checklist from the front of your document?

Remove
all blue
italic
instructional text and <text in angle brackets> within the
template?

Update
version details?

The
Sigma Way for Projects

Transition
Document

<Insert
Project Name>

Date:

23-Nov-19

Version:

1.1

Document details

Author

Owner

Project
Number

Obtain
Project number from the Enterprise Program Management Office
(EPMO)

Note:
This document is only valid on the day it was printed

Document
development history

Build
Status:

Version

Date

Name

Amendment
Summary

<n.n>

List
the most recent amendment first

<dd-mm-yy>

<the
person who made the changes>

eg.
Updated section 2 following feedback from EPMO

Approval:

This
document requires the following approvals. Place signed copies in
the project files.

Version

Issue
Date

Issued
To

Signature

<n.n>

<dd-mm-yyyy>

<name,
title>

Handover
Acceptance

I
confirm that:

The
Project has met all agreed deliverables and scope, has no
outstanding material issues or risks

The
project has completed its handover to the business and the business
now owns, operates, funds and is responsible for the Systems /
Services / Solutions / Processes delivered by the Project.

Business Signatories

Approver
Name

Title

Date

Evidence
of confirmation

EPMO Approval

Approver
Name

Title

Date

Evidence
of confirmation

Table of Contents

Introduction 5

Project
Status 5

Business
as Usual Ownership 5

Product
Completion Criteria 5

Outstanding
Change Requests 5

Training
Handover 6

Benefits
Realisation, Management and Tracking 6

Handover
Exemptions and Exclusions 6

Purpose and Scope

The
key purpose of this document is to ensure:

A
formal agreement between the business and project is agreed and the
project products are transferred to an identified business area

Project
tasks not fully completed are transferred to the owner within the
business

The
scope of this agreement defines the handover arrangements and
resulting responsibilities to finalise the transfer of operation,
support and management of the project products to the business so
that the project can be formally closed.

(Provide
background information as to why the project has been implemented and
the status of its deliverables)

Responsibility

Name

Title

Business
owner of project products

(Name
of person responsible for this in the Business As Usual (BAU)
environment)

(BAU
title of person responsible)

Technology
owner of project products

Financial
owner of project products and benefits

Operation
Risk owner of project products

Benefits
Realisation Management

This
describes how the completed project products have met specified
quality criteria in order to achieve handover status.

Project
Product

Measure

Responsibility

(List
the specified project products of the project)

(Describe
how they have met specified quality criteria)

(Title
of position responsible)

(List
any outstanding change requests that require resolution)

(Describe
how training in project products will be managed in the BAU
environment. Who will be responsible?)

(Describe
how the benefits of the project products transitioned to the
business, will continue to be realised and managed. Who will be
responsible for this?)

(Identify
any issues that may impact the handover of project products. For
example, are resources currently in place in the BAU environment to
implement or maintain the project products?)
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