Handover Template

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---
title: "Handover Template"
methodology: "universal"
complexity: "advanced"
owner: "mirichard"
updated: "2026-09-19"
primary_principles: ["stewardship", "systems-thinking"]
secondary_principles: ["collaborative-leadership"]
principle_rationale: "Transfers support responsibilities, knowledge, access and outstanding issues to operational owners with documented handover acceptance."
---

# Project Handover Template

## When to Use

- At project or service transition when an operational owner must accept support responsibilities.
- When knowledge, access, outstanding issues, and acceptance evidence need a handover record.

## When NOT to Use

- To declare handover complete before the receiving owner can operate and support the deliverable.
- Do not represent author self-checks as independent or authorized approval. See [Self-approval](../../../../../docs/principles/anti-patterns.md#self-approval).

## Pairs Well With

- [Project Closure Report Template](../../../../../domains/delivery/templates/traditional/Traditional/Process_Groups/Closing/project_closure_report_template.md).
- [Disaster Recovery Template](../../../../../domains/planning/industry-specializations/information-technology/infrastructure/disaster_recovery_template.md).

Selection context: Measurement domain; universal methodology; advanced complexity. Match the situations above to project phase, risk, team size, and industry using the [decision-engine context model](../../../../../meta/architecture-research/800-801-context-assessment-model.md).

## Template Overview
A comprehensive template for transferring project responsibility from development/implementation teams to operational teams, or between project managers. Use it to plan transitions, record knowledge transfer, and verify operational readiness.

## Handover Information

### 1. Project Summary

#### Basic Project Information
- **Project Name**: [Project Name]
- **Project Manager**: [Current PM Name]
- **Receiving Manager/Team**: [New PM/Operations Team]
- **Handover Date**: [Date]
- **Project Status**: [Complete/Transitioning/Ongoing]
- **Project Duration**: [Start Date] - [End Date]

#### Project Overview
```
Project Objectives:
- [Primary objective 1]
- [Primary objective 2]
- [Primary objective 3]

Success Criteria Met:
✅ [Completed criteria 1]
✅ [Completed criteria 2]
🔄 [In-progress criteria]
❌ [Outstanding criteria]

Business Value Delivered:
- [Quantifiable benefit 1]: $[Amount] or [%]
- [Quantifiable benefit 2]: $[Amount] or [%]
- [Qualitative benefit]: [Description]
```

### 2. Deliverables and Outputs

#### Completed Deliverables
```
Core Deliverables:
Deliverable | Status | Location | Owner | Notes
[Name] | Complete | [Path/Location] | [Owner] | [Notes]
[Name] | Complete | [Path/Location] | [Owner] | [Notes]

Documentation Deliverables:
- Technical Documentation: [Location]
- User Manuals: [Location]
- Training Materials: [Location]
- Process Documents: [Location]
- Configuration Guides: [Location]
```

#### Outstanding Deliverables
```
Pending Items:
Item | Expected Completion | Owner | Impact | Next Steps
[Item] | [Date] | [Owner] | [High/Med/Low] | [Actions]
[Item] | [Date] | [Owner] | [High/Med/Low] | [Actions]

Recommendations for Completion:
- [Recommendation 1 with timeline]
- [Recommendation 2 with resources needed]
```

### 3. System and Technical Information

#### System Architecture
```
System Components:
- Application Servers: [Details and configurations]
- Database Systems: [Details and configurations]
- Integration Points: [Details and data flows]
- Security Components: [Authentication, authorization]
- Monitoring Tools: [Performance and health monitoring]

Technical Environment:
- Development: [Environment details and access]
- Testing: [Environment details and access]
- Staging: [Environment details and access]
- Production: [Environment details and access]
```

#### Technical Documentation
```
Documentation Inventory:
- System Architecture Diagrams: [Location]
- Database Schema: [Location]
- API Documentation: [Location]
- Configuration Management: [Location]
- Security Documentation: [Location]
- Backup and Recovery Procedures: [Location]
- Troubleshooting Guide: [Location]
```

### 4. Operations and Maintenance

#### Standard Operating Procedures
```
Daily Operations:
- System monitoring procedures
- Performance checks and alerts
- Backup verification
- User support processes
- Incident response procedures

Weekly/Monthly Operations:
- System maintenance windows
- Performance reporting
- Capacity planning reviews
- Security assessments
- Update and patch management
```

#### Support Structure
```
Support Tiers:
Tier 1: [Team/Contact] - [Responsibilities]
Tier 2: [Team/Contact] - [Responsibilities]
Tier 3: [Team/Contact] - [Responsibilities]

Escalation Procedures:
- Business Hours: [Process and contacts]
- After Hours: [Process and contacts]
- Emergency: [Process and contacts]

Support Tools:
- Ticketing System: [Tool and access details]
- Monitoring System: [Tool and access details]
- Knowledge Base: [Location and maintenance]
```

### 5. Financial Information

#### Budget and Cost Information
```
Project Financial Summary:
- Total Project Budget: $[Amount]
- Total Spent: $[Amount] ([% of budget])
- Remaining Budget: $[Amount]
- Budget Variance: [+/- $Amount and %]

Ongoing Operational Costs:
- Software Licenses: $[Amount/period]
- Infrastructure Costs: $[Amount/period]
- Support Contracts: $[Amount/period]
- Maintenance Costs: $[Amount/period]
- Total Monthly/Annual OpEx: $[Amount]
```

#### Financial Responsibilities
```
Budget Ownership:
- Operational Budget Owner: [Name/Role]
- Approval Authority: [Name/Role/Limits]
- Procurement Process: [Process and contacts]

Financial Reporting:
- Cost Center: [Code/Details]
- Reporting Frequency: [Monthly/Quarterly]
- Financial Reports: [Location and recipients]
```

### 6. Stakeholder Information

#### Key Stakeholders
```
Business Stakeholders:
Role | Name | Contact | Involvement | Notes
Executive Sponsor | [Name] | [Contact] | [Level] | [Notes]
Business Owner | [Name] | [Contact] | [Level] | [Notes]
End Users | [Name/Group] | [Contact] | [Level] | [Notes]

Technical Stakeholders:
Role | Name | Contact | Involvement | Notes
System Admin | [Name] | [Contact] | [Level] | [Notes]
Database Admin | [Name] | [Contact] | [Level] | [Notes]
Security Team | [Name] | [Contact] | [Level] | [Notes]
```

#### Communication Protocols
```
Regular Communications:
- Status Meetings: [Frequency, attendees, agenda]
- Progress Reports: [Frequency, format, recipients]
- Issue Escalation: [Process and timing]
- Change Communications: [Process and approval]

Communication Tools:
- Primary Platform: [Tool/Platform]
- Document Repository: [Location and access]
- Meeting Scheduler: [Tool and process]
```

### 7. Risk and Issue Management

#### Outstanding Risks
```
Active Risks:
Risk ID | Description | Impact | Probability | Owner | Mitigation
R001 | [Description] | [H/M/L] | [H/M/L] | [Owner] | [Strategy]
R002 | [Description] | [H/M/L] | [H/M/L] | [Owner] | [Strategy]

Risk Management Process:
- Risk Register Location: [Location]
- Risk Review Frequency: [Schedule]
- Risk Escalation Process: [Process]
- Risk Appetite: [Organization tolerance]
```

#### Outstanding Issues
```
Open Issues:
Issue ID | Description | Priority | Owner | Target Resolution
I001 | [Description] | [H/M/L] | [Owner] | [Date]
I002 | [Description] | [H/M/L] | [Owner] | [Date]

Issue Management Process:
- Issue Log Location: [Location]
- Issue Review Frequency: [Schedule]
- Escalation Process: [Process and timing]
```

### 8. Knowledge Transfer

#### Critical Knowledge Areas
```
Technical Knowledge:
- System architecture and design decisions
- Custom configurations and settings
- Integration points and dependencies
- Performance optimization techniques
- Security implementations

Business Knowledge:
- Business process workflows
- User requirements and use cases
- Business rules and logic
- Regulatory compliance requirements
- Performance and success metrics
```

#### Knowledge Transfer Activities
```
Completed Activities:
✅ Documentation review sessions
✅ System walkthroughs
✅ Process demonstrations
✅ Q&A sessions
✅ Shadow operations

Recommended Activities:
- [ ] Extended shadow period: [Duration]
- [ ] Regular check-ins: [Frequency and duration]
- [ ] Knowledge validation: [Test scenarios]
- [ ] Emergency scenario training
- [ ] Vendor/partner introductions
```

### 9. Training and Development

#### Training Requirements
```
Required Training:
Training Topic | Target Audience | Duration | Format | Provider
[Topic] | [Audience] | [Duration] | [Format] | [Provider]
[Topic] | [Audience] | [Duration] | [Format] | [Provider]

Training Materials:
- User Guides: [Location and format]
- Video Tutorials: [Location and access]
- Training Slides: [Location and format]
- Hands-on Exercises: [Location and setup]
```

#### Competency Development
```
Core Competencies:
- [Competency 1]: [Assessment method and criteria]
- [Competency 2]: [Assessment method and criteria]
- [Competency 3]: [Assessment method and criteria]

Development Plan:
- Skill Gap Analysis: [Results and recommendations]
- Training Schedule: [Timeline and milestones]
- Competency Assessment: [Methods and criteria]
- Ongoing Development: [Continuous learning plan]
```

### 10. Contracts and Vendor Management

#### Active Contracts
```
Vendor Contracts:
Vendor | Service | Contract Value | Start Date | End Date | Contact
[Vendor] | [Service] | $[Amount] | [Date] | [Date] | [Contact]
[Vendor] | [Service] | $[Amount] | [Date] | [Date] | [Contact]

Contract Management:
- Contract Repository: [Location and access]
- Renewal Calendar: [System and notifications]
- Performance Reviews: [Frequency and process]
- Vendor Relationship Management: [Process and owner]
```

#### Service Level Agreements (SLAs)
```
SLA Summary:
Service | Availability | Response Time | Resolution Time | Penalties
[Service] | [%] | [Time] | [Time] | [Details]
[Service] | [%] | [Time] | [Time] | [Details]

SLA Management:
- Performance Monitoring: [Tools and process]
- Reporting: [Frequency and recipients]
- Issue Resolution: [Process and escalation]
- SLA Reviews: [Frequency and process]
```

### 11. Compliance and Governance

#### Compliance Requirements
```
Regulatory Compliance:
- [Regulation 1]: [Requirements and evidence]
- [Regulation 2]: [Requirements and evidence]
- [Regulation 3]: [Requirements and evidence]

Compliance Activities:
- Audit Schedule: [Frequency and scope]
- Compliance Monitoring: [Tools and process]
- Evidence Management: [Location and maintenance]
- Training Requirements: [Ongoing requirements]
```

#### Governance Framework
```
Governance Structure:
- Oversight Committee: [Members and responsibilities]
- Decision Authority: [Authority matrix]
- Review Processes: [Frequency and scope]
- Escalation Procedures: [Process and timing]

Governance Reporting:
- Performance Reports: [Frequency and recipients]
- Compliance Reports: [Frequency and recipients]
- Exception Reports: [Triggers and process]
```

### 12. Transition Support

#### Support Period
```
Transition Timeline:
Phase | Duration | Activities | Support Level
Immediate | [Timeframe] | [Activities] | [Level]
Short-term | [Timeframe] | [Activities] | [Level]
Long-term | [Timeframe] | [Activities] | [Level]

Support Contacts:
- Primary Contact: [Name/Role/Contact]
- Secondary Contact: [Name/Role/Contact]
- Emergency Contact: [Name/Role/Contact]
```

#### Success Criteria
```
Handover Success Metrics:
- Knowledge Transfer Completion: [Assessment method]
- System Stability: [Performance metrics]
- User Satisfaction: [Survey results]
- Issue Resolution: [Response time metrics]
- Compliance Maintenance: [Audit results]

Review Checkpoints:
- 30-day Review: [Date and agenda]
- 60-day Review: [Date and agenda]
- 90-day Review: [Date and agenda]
- Final Review: [Date and closure criteria]
```

---

**Handover Checklist**
- [ ] Project documentation complete and transferred
- [ ] System access and credentials transferred
- [ ] Knowledge transfer sessions completed
- [ ] Training materials provided and reviewed
- [ ] Stakeholder introductions completed
- [ ] Risk and issue ownership transferred
- [ ] Financial responsibilities transferred
- [ ] Vendor/contract management transferred
- [ ] Support procedures established
- [ ] Success criteria defined and agreed

**Handover Approvals**
- **Transferring Manager**: [Name/Signature/Date]
- **Receiving Manager**: [Name/Signature/Date]
- **Business Sponsor**: [Name/Signature/Date]
- **Technical Lead**: [Name/Signature/Date]

**Document Control**
- Version: 1.0
- Created: [Date]
- Author: [Name/Role]
- Review Cycle: As needed
- Next Review: [30/60/90 days post-handover]

*Record the receiving owner’s acceptance, unresolved risks, support readiness, and evidence before transferring responsibility.*