Project Completion and Handover

Project Completion and Handover is an important milestone. This is the phase of the project where your work at the front end really pays off. It is crucial that you agree on a Project Completion and Handover process (and supporting documentation) BEFORE this process is started. Once you start the process, it becomes more difficult to change.

This is one of the most common failure points in project delivery. Here’s why:

1. Completion of records and handover is generally a pre-requisite for Practical Completion.
2. Practical Completion is usually a pre-requisite for on-maintenance.
3. Agreement of final quantities, subsequent payment and release of retentions and bank guarantees is dependent on Practical Completion and on-maintenance, and therefore the Quality Assurance records.

As you can see, failure at the front end will filter through to the end of the project, so the groundwork for your project handover really starts even before the project begins. 

1. How do I know what QA Documentation to provide at Project Completion?

The Client wants a complete set of records that demonstrates Compliance with the Specification. Neither the Client nor the Contractor wants to spend time or resources on processes or documentation that does not contribute to this.

1. Read your Contract and associated specifications to identify handover documentation and processes.
2. Question EVERY assumption you, your business, or your Client have about what is required and determine if it really is.
3. Review any commitments or concessions that have been agreed with the Client that adjust the Contract requirements
4. Identify any requirement that does not appear to add value to the processes or documentation in the context of the Client’s Asset Management and record keeping process – especially those requiring significant time or resources. Discuss with the Client and either gain an understanding or negotiate an alternative.
5. Provide only what is required. If you do not understand the purpose of the record(s) or process and no-one can explain it, there is a fair chance everyone is wasting time.

Below is an example of the quality records that are required to be handed to the Administrator by the Transport and Mainroads Specification, MRTS50.

   Figure 1: Extract from Transport and Mainroads Specification MRTS50.

2. When should I handover completed QA Documentation? 

Handover of QA documentation can be undertaken progressively as Lots are conformed, or in a bulk submission at the close of the project. The best practice is to integrate any Client review into the process (using Lot Reviews) and handover QA documentation as Lots are conformed. This avoids a bulk submission at the close of the project, prevents the long tail of compliance at the project close and allows for time to rectify any issues that may be identified with a QA submission.

Regardless of when you hand over the documentation, CivilPro has your back. CivilPro manages everything including

1. The creation and collation of QA records
2. The management of the review process, including direct interaction with the Client within the system. See Manage Lot Status Using Lot Review.
3. The compilation of the Lot Records into a single indexed PDF
4. Direct upload to Teambinder/Ineight document management systems

3. How does CivilPro export completed QA documentation? 

CivilPro enables you to generate a consolidated report containing all QA records related to a Lot or Lots. Once Checklists associated with a Lot are completed, and the Lot is displaying as 'Conformed', a Lot Summary Report can be created. The Lot Summary Report is a single PDF report that includes all selected records (e.g. Non-Conformance Report, Checklist, Test Request, Approvals) associated with a Lot, including supporting attachments. Records included in this report can be added or removed as required by the Contract, as shown in Figure 2. Details of how to export a Lot summary report are provided in the article ‘Generate Lot Register Reports’. This article also covers additional data export tools, of which may better suit handover requirements on your project.

Figure 2: Selecting QA to be include in the Lot Summary Report