5: Readiness for next phase: Readiness for service

Areas to probe

Evidence expected

5.1 Is the working relationship likely to succeed?

· Realistic assessment of management style/behaviours on both sides

· Reporting arrangements identified at appropriate levels on both sides

· Suitable procedures and responsibilities for contract management are defined and agreed

· For construction projects, plans for integrating the Project Team

· Continuity of key personnel from the contract award phase into the implementation phase.

5.2 Are all resources and internal funds (the 'client-side budget') in place?

· Budget provision

· Manpower provision agreed

· Subsequent years' expenditure included in programme or project budgets

· Authorisation/approval process for payments to suppliers

· Process for expenditure reporting and reconciliation

· Insurances established by supplier where required.

5.3 Are the supplier's project, risk and management plans adequate and realistic?

· Confirmation that the supplier's or partner's project plan meets timescales for achieving the outcome of the investment

· Realistic supplier's or partner's implementation plan and plans for managing risk.

5.4 Does the client-side plan reflect the supplier's plans, and vice versa?

· Updated project management plan reflecting tender proposals

· Defined organisation, personnel and responsibilities on the client's side

· Supplier personnel cleared to meet project requirements

· Process for resolving issues agreed with supplier/partner

· Evidence that all plans have been reviewed, agreed and included in the contract.

5.5 Are the long-term contract administration plan and benefit measurement process complete?

· Long-term plan with contract management strategy and a detailed service delivery plan

· Resources, with identified sources

· Key measures of benefit agreed with supplier/partner (if supplier payments related to benefits delivery)

· Analysis of project plan showing that resource requirements are identified, planned, budgeted for and available when required

· Defined roles and responsibilities.

5.6 Are all the mechanisms and processes in place for the next phase?

· Project Plan confirms arrangements for management, monitoring, transition and implementation

· If external consultants are used, they are accountable and committed to help ensure successful and timely delivery.

5.7 Are the service management plan, administration and service level arrangements complete?

· Documented service management strategy and plan

· Defined and agreed service level management, service levels, service quality and measurement

· Responsibilities defined for each party

· Defined and agreed standards for services

· Defined and agreed monitoring, reporting and review mechanisms.

5.8 Is the management process for service change complete?

· Change control procedures (both technical and business) defined, agreed and included in contract

· Defined and agreed management process and responsibilities.

5.9 Is there an acceptance strategy or commissioning strategy, as applicable?

· Acceptance/commissioning strategy and plan, with fully documented and timetabled decision paths (e.g. for preferred supplier choices)

· Decision makers clearly identified and informed about their role and what information they will be given to make their judgement

· Acceptance criteria agreed with supplier

· Validated acceptance testing plan, including technical and business components.

5.10 Is there an implementation strategy?

· Implementation strategy and plan

· Users, stakeholders and client business management involved in developing strategy

· Where applicable, plans for transition to new ways of working

· Clearly defined roles on client and supplier sides for monitoring and controlling handover.