Before a project is signed off, it is critical to ensure that the public work is operationally ready to be used. This includes:
• As‑built project information model delivered to the contracting authority.
• Information transferred from the project information model to the contracting authority’s operator. End user orientation and training should be undertaken, ensuring familiarity with key operating systems.
• Handover of a digitised operation and maintenance manual including the CDM2015 Health and Safety file.
• Initial and extended aftercare plans in place and team mobilised.
It is good practice to complete a readiness review before transitioning to operation (also known as a Gateway 4 review). This should test how ready an organisation is to implement required business changes, ensure that correct contract management arrangements are in place and how performance will be evaluated on an ongoing basis.
Where appropriate, contracts should be written to include clear expectations for completion, maintenance and transition arrangements, including obligations on the supplier to supply data and information back to the contracting authority at the end of the contract. There should be a clear understanding of how maintenance will be managed in a timely and efficient manner as set out in the contract.
Contracting authorities and suppliers should work together to ensure that there is an agreed and streamlined process to wrap-up contracts at the end of a project, including any final payments and the timely resolution of any outstanding snags or defects.
To ensure continuity and successful transition, it is key that the right resource remains on a project through to completion and handover, and does not move off early due to budget constraints or to deliver other projects.