3.16 Purpose: To identify the tasks which need to be undertaken prior to service commencement, the public sector resources required to perform them, and any consequent training needs.
3.17 Useful documents: At the time of the appointment of preferred bidder, Authorities should receive a project plan from the Contractor up to service commencement.
3.18 Areas to consider: Authorities should make sure that the project plan post Preferred Bidder includes work to be undertaken to prepare for the transition period. The plan should include dependencies, timescales and resources and should be updated regularly. In their report on contract management, the CBI advocate shared project plans between the private and public sectors4. The transition plan should link to the communications plan to make sure that the timing is appropriate and that stakeholders are prepared for the changes.
3.19 It is essential that the Contractor is not delayed by any actions on the part of the Authority. The contract sets out processes and timescales for actions by the Authority, and there is a need to have the appropriate staff in place and systems up and running to comply with these obligations.
Box 3.2 Transition plan The transition plan should cover: • details of Authority resources, internal and external - who and when they will be in place; • establishment of the helpdesk; • a list of contact details for the key personnel within the Authority, key stakeholders, Contractor and subcontractors as appropriate; • where appropriate, consultation with staff about their transfer under TUPE; • finalisation of the contract management documents; • a familiarisation programme for users so that they understand the services they can expect; • post contract signature start up meetings; • identification of any milestones; and • timing for the trial running of the payment mechanism and performance monitoring systems. |
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4 Realising Best Practice on Procurement and Contract Management, CBI, November 2006.