Project Transition Plan
Once a project has been completed, it must be transferred to the organization. The process of project transition from the project manager to the organization must be effective if the project is to offer value to its end users. A successful project transition can be facilitated through an effective project transition plan (Hill, 2013). The project transition plan (PTP) provides a layout of tasks and activities that would facilitate the transfer of project from the pilot phase to operation and maintenance by the third party (the organization and its end users).
The IT System Transition Plan
This project encompasses design, programming, testing of an information technology system that will allow a large company to coordinate and maintain records of the professional development of its employees. The project is related to the common electronic management system. However, this project has additional features as it allows employees to locate and schedule professional development. In addition, this information technology system will incorporate sophisticated search capabilities and social networking, with notifications to allow the employees to get feedback and submit relevant documentation.
Risks and Contingencies
The main goal of this transition process is to transfer the project to the organization in a well structured framework with appropriate knowledge to its users to ensure its successful use. However, the implementation of a new project in an organization heralds the beginning of new ways of doing things. Like any other change process, the transition of the project poses some risks and contingencies. The new information technology pose two major risks; operational and obsolescence. Operational risks include the inability to use or maintain some parts of the information system, which could result in the system failure. The obsolescence risks occur due to need for an upgrade to accommodate new organizational demands and latest technologies.
A transition team will be formed, who will work jointly to ensure effective and successful transition process. The transition process team will comprise of the following personnel:
- Transition team leader- will coordinate the project transition process.
- Transition specialist- will be responsible for the implementation and review of the transition schedule.
- Database administrator- will oversee staff training on the project deliverables.
- Systems and networking- will work with the database administrator to ensure the project works effectively.
- Help desk – will provide support services to end users on request or as they may arise.
The success of any transition process is dependent upon the transition strategies. These include tools and methods that are used to roll over the project. To facilitate the transition process within the organization, the project plan will adopt training, phase and parallel approach before complete switchover. The training process shall be carried by the transition team, with the help of the organization departmental staff heads. Initial training will be offered to the departmental heads, and they will help in training the organization employees.
Since the organization has other sites in Florida, Colorado, Illinois, and Texas, parallel execution will be carried out. This has an added advantage of minimizing costs and allowing for system risks that may arise due to individual execution to be mitigated. This shall be done in phases to allow a good time frame for individuals to get accustomed to the systems as they learn the about the whole project. The first phase will involve employee familiarization with project deliverables. Second phase involves the introduction to the basic functions of the system; the third phase shall involve employee use of the system, while the final phase will involve review of the transition phases. The completion of all the project transition phases will pave way for complete switchover.
The project transition requires substantive resource base, which include personnel, hardware, consumables and facilitation equipment. The personnel that are required to facilitate the transition are already outlined. However, other resources that would be required include computers, projectors, cables and training rooms/ mock up halls. The computers, cables, projectors and other network devices will be used in training for demonstrations.
Communication and Reporting Procedures
The transition process heralds a shift from the old to the current organization information technology platform. It is imperative that effective reporting be established before, during and after transition to facilitate the transition process. Therefore, the project transition plan, shall formulate the following communication and reporting procedures.
The transition process team leaders shall hold weekly meetings for transition reviews and reports to the production support manager. There will be project status and project review meetings and the reports will be made during the two meetings, which shall be held at an interval of one week. Moreover, a communication channel shall be established between the project transition team and other organization stakeholders. The end users shall receive monthly communication through transition and status reports. Finally, the outside stakeholders shall receive communication through email.
Transition Level Acceptance
The level of service agreement shall be drawn with the organization to determine the expected levels of service and deliverables. Upon the complete transition, the project is expected to produce the desired deliverables as indicated in the project scope.
To ensure that each transition task is executed and successfully completed, the progress reports shall be reviewed and the results measured against the expected results as outlined in the transition levels acceptance. Some controls for quality, change and progress shall be established. The quality controls may include the industry benchmark for the same information technology system, though this should be within the project transition level acceptance.
The post implementation activities includes the distribution of the frequently asked questions (FAQs), monitoring and tracking and conducting of follow-up meetings with the department employees to ensure the project runs smoothly.