Skip to content

2. Handover Procedures

Purpose

Structured handover of the AI system to the operations organisation ensuring continuity, compliance and quality are guaranteed.

1. Objective

We formally and structurally hand over the AI system to the management organisation so that continuity, compliance and quality are guaranteed after project closure.

2. Entry Criteria

  • Gate 3 (Production-Ready) has been approved.
  • The management team has been designated and is available for training.
  • The Handover Checklist has been prepared. → Handover Checklist

3. Core Activities

Drawing Up the Handover Plan

At least two weeks before Gate 4, the AI PM draws up a handover plan with:

  • Scope: Which systems, data sources and processes are being handed over?
  • Timeline: When are which components handed over?
  • Acceptance criteria: When does the management organisation consider the handover successful?
  • Points of contact: Who is the first point of contact after handover?

Technical Handover

The Tech Lead organises the technical handover in three steps:

  1. Documentation review: Technical Model Card, runbook and infrastructure documentation are reviewed together with the administrator.
  2. Hands-on session: The administrator independently performs the most important management tasks (restart, scaling, viewing monitoring) under the guidance of the Tech Lead.
  3. Shadow period: The administrator runs the system independently for at least 5 working days while the project team is still available for questions.

Guardian Handover

The handover of the Guardian role requires a separate procedure:

  1. New Guardian is designated by the management organisation.
  2. Joint session: current Guardian + new Guardian review the Hard Boundaries.
  3. Written transfer of the compliance dossier.
  4. New Guardian signs acceptance of the Guardian responsibilities.

Formal Acceptance

The handover is only complete when:

  • The Handover Checklist is fully ticked off.
  • Both project team and management organisation have signed the handover form.
  • Gate 4 (Go-Live) has been approved by the Guardian.

4. Team & Roles

Role Responsibility R/A/C/I
AI Product Manager Coordinates the full handover process A
Tech Lead Performs technical handover and hands-on sessions R
Guardian (project) Hands over compliance dossier and Hard Boundaries R
Guardian (management) Accepts Guardian role and compliance dossier R
Management organisation owner Signs formal acceptance A

5. Exit Criteria

  • Handover Checklist is fully ticked off and signed.
  • Shadow period of at least 5 working days is completed.
  • Guardian handover has been formally confirmed.
  • Gate 4 has been approved.
  • Project team officially has no more operational responsibility.

6. Deliverables

Deliverable Description Owner
Handover Plan Timeline, scope and acceptance criteria AI PM
Handover Checklist (completed) Fully ticked checklist with signatures AI PM
Handover Form Formal document with signatures from both parties AI PM
Runbook Step-by-step guide for the administrator Tech Lead

Related modules:

Next step: Measure definitive benefits via Benefits Realisation → See also: Handover Checklist