Scope, Objectives, and Approach s1

Paper No:

STRATEGIC PLANNING AND CHANGE

HANDOVER REPORT

Project Title:

From: To:

Author: Creation Date: Last Updated: Version: 2 Change Record

Date Author Version Change Reference

Distribution

Copy No Name Location

Consultation

Name Service/School Title

3 Contents

4 a) Executive Summary

What was the project brief?

Cut and paste a high level section from each of the following sections:

Objectives Budget Lesson learnt Actions to complete this project

5 b) Introduction

The aim of this document is to provide sufficient information for the project to be handed over from the current project manager and to reassure the board that the handover is thorough.

This document will cover the following areas:

- Background

Project objectives

Original resources and budget

- An assessment of the project delivery to date

Project objectives, activities and benefits achieved to date

Lessons learnt to date

- Actions to complete this project

Project plan

Ongoing resources & budget

Project governance

6 c) Background

This can be cut and pasted from the introduction in the PID or business case

3.1. Project Objectives

List the project objectives as bullet points

3.2. Expected Benefits

What are the expected benefits from the project? These may be financial or non financial

3.3. Project scope

What did the project sponsor agree as being in scope for this project?

3.4. Scope Change/Exceptions

Have any changes occurred to the scope of the project so far? How did the changes come about? (A remedial action or addition to scope?) What effect have they had on resources, timescale, cost or quality?

3.5. Project Activities

What activities were planned to be carried out to meet the project objectives?

7 8 d) Project Resources

a) Staff The project team to date:

This should be taken from the PID and updated to show the actual staff resource used to date

Job Title Name Days required or % of time

b) Finance

The current spend against the original budget:

T his should be taken from the PID and updated to show the actual spend against forecast spend

Project Setup Costs Original Budget Month Variance

If the project was under or over budget explain why. Highlight any savings made that are in addition to the financial benefits expected

9 c) Support & Training What support and training was provided in preparation for go live? What support and training is outstanding? What are the future requirements? Who is providing the support and training? (Internal or external supplier) Is there a cost associated? (Project cost or operational cost

10 3.7. Assessment of Project Delivery to date

3.8. Project objectives met/not met to date List the project objectives and enter a tick to show whether they have or have not been met

Objective Met Not met

3.9. Project activities completed to date List the project activities and enter a tick to show whether they have or have not been completed

Project activity Met Not met

11 3.10. Benefits realised to date List the project benefits and enter a tick to show whether they have or have not been realised

Expected benefits Met Not met

12 3.11. Lessons Learnt

Key lessons learnt to date are:

Enter the key lesson learnt

a) Positive lesson learnt

What went well? Add information that can be valuable to future projects i.e. “Would recommend the supplier”

b) Constructive lessons learnt What didn’t go so well? Why didn’t it go well? What would you do differently next time?

13 4. Actions to complete this project 5. 6. 7. Insert an updated project plan to take the project through to completion

14 4.1. Resources 8. What additional resources will be required?

9. Include staff support

11. 4.2. Budget 12. Insert the budget details entered on page 7 and add forecast spend and any saving to date 13.

14. Project Setup Costs - Year 1 15. Budget 16. Month 17. Forecast 18. Total 19. Saving 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. 70. 71. 72. 73. 74. 75. 76. 77. 78. 79. 80. 81. 82. 83. 84. 85. 86. 87. 88. 89. 90. 91. 92. Total 93. 94. 95. 96. 97. 98.

99. 100. 4.3. 101. Project Governance

...... Who will be responsible for the completion of this project? 102...... ...... Will the Project Board continue to meet? What frequency? 103. Will there be any regular meetings with the supplier to manage relationships and performance

104. 105. 4.4. System Ownership

 Who is the “owner” of the system 106.  Who is the supplier of the hardware and software support 107.  Who will support any Interface

15 108.

16 5. Conclusions 109. 110. 111. a) Acknowledgements 112......

i. Project Board 113.

114. Others 115. 116...... 117...... 118...... 119...... 120...... 121...... 122......

123. Author: 124. Title: 125. Date: 126.