As part of the handover exercise it is preferable to include a defined package of documentation that will give the project team all the required information in a logical and sequenced manner to enable them to hit the ground running in the most efficient way possible.  

This handover pack should include as a minimum:

• A clearly defined list of deliverables – what does the scheme involve

• A full summary of contract changes agreed via the Tender TQ process to enable them to be checked against the award contract issued by the client

• A quality promises list which clearly defines all promises made in the quality submission, from the number of apprentices to the location of the site offices and the names of the community engagement roles.  If it has been promised in the documents it should be provided on the site, as otherwise on future tenders the Employer will place less credence on your quality submission.

• Compound sketches, traffic management plans and organisation charts.

• The Tender Programme and the resource chart used to compile it together with the mobilisation programme.

• The price- including the full breakdown of the preliminaries and the margin spread across the rates, to ensure that the commercial impact of any variations in scope can be fully understood by the site team.

• The tender risk register.

Efficient handover normally also involves a physical contract handover meeting which Ellipsis International Solutions can chair and coordinate. This is a particularly important step in the process. You have secured the project and it is essential you give your team all the information and tools they need to deliver the project in a manner that engages the Employer and creates the potential for additional or future works while at the same time returning the project margin that the company requires.

There are some key elements that need to be discussed to ensure that the document and knowledge transferred give the project team the clarity and understanding to execute the works going forward.

Ellipsis International Solutions co-ordinate the process to enable clear and succinct feedback and handover to the project teams. It is vital for the construction phase of the project that the project team fully understand how the bid package was structured, what was included or excluded, how it was priced and what the areas of risk and opportunities were considered

Definition of stakeholders should be explained as part of the detail and who will be impacted by the project and those needed to make it a success. The client role is also pivotal including client engagement and so management interfaces need to be clear.

Understanding and highlighting the commercial terms and the risks for the site team will make them aware of the issue they may face and allow strategies to be put in place to mitigate these risks.

The programme is another key facet, which sets out the timescales that your team will need to deliver to, ensuring that the employer gets his project delivered on time and to the quality expected. This will also help control the budget, particularly when coupled with a fully resourced schedule.

Once the information has been transferred it is important to recap before finishing the handover meeting and make sure all parties have a clear understanding of the deliverables, know what is expected of them and work towards achieving the goal from the start of project.