Government of Newfoundland and Labrador

Office of the Chief Information Officer

Solution Delivery: Project Management Office

TRANSITION AGREEMENT
Purpose: The purpose of the Transition Agreement is to ensure that the documentation (deliverables)
required by Application Services and Operations to support the solution are agreed upon early in the Design
Phase.
The Transition Agreement should identify all deliverables and at what stage final deliverables are required. All
deliverables may not be required to be completed as final prior to Go-Live; however, they must be completed
by Project Handover. This document is intended to identify all documentation (deliverables) that are required by
the two branches to support the solution upon Project Closure.
The Stabilization Period is the time agreed upon with Application Services and Operations after Go-Live
where the Project Team will retain control of the solution to ensure that major bugs and issues are resolved
before transition begins.
The Transition Period is the time required to ensure adequate knowledge transfer from the Project team to the
support teams prior to project handover. The transition period starts when the Stabilization period has ended.
Finalization and approval of the Transition Agreement will occur at the end of the SDLC Design stage;
however the document can be amended throughout the Project Life Cycle.
Project Name

<< Project Name >>

Project Number

<< DTC Number>>

Application Name

<<Application Name>>

Application Number

<<Only applicable if an application will

be transitioned. For new applications,
see PM Reference Guide on how to
obtain an application number. >>

Replacement
application to
Number >>

be

Provide CAMP # of
replaced: << Application

Enhancement
New (not replacing any existing
application)

Project Manager
(name)

Project Description

(email)

(phone number)

<< Provide a short description of the project. >>

Planned Implementation /
Go Live Date

<< YYYY-MM-DD >>

Planned Handover
Date

<< YYYY-MM-DD >>

Stabilization Period Start

Date

<< YYYY-MM-DD >>

Stabilization Period
End Date

<< YYYY-MM-DD >>

Transition Start Date

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

<< Transition start date will usually be the same as the Implementation / Go Live
date. If there is a pilot implementation, the transition start date may not be the
same as the implementation date. Format YYYY-MM-DD >>

PAGE 1 OF 7

Government of Newfoundland and Labrador

Office of the Chief Information Officer
Solution Delivery: Project Management Office

REVISION HISTORY
Version

Date

Summary of Changes

Name

<<YYYY-MM-DD>>

IMPORTANT NOTES FOR COMPLETING THIS DOCUMENT

Each section of the Transition Agreement must be completed in full. If a particular section is not applicable to
this project, then you must write Not Applicable and provide a reason.
Important Note: No sections are to be deleted from this document.
Save the file using the following naming convention Project # - Project Name - Transition Agreement.doc
Text contained within << >> provides information on how to complete that section and can be deleted once the
section has been completed.
This template is owned and maintained by the Project Management Office (PMO) of the Office of the
Chief Information Officer (OCIO). Direct questions about this template to OCIO-PMO@gov.nl.ca

CONSULTATIONS AS REQUIRED
Application Services Production Services

Consulted

Informed

N/A

Application Services Database Support

Consulted

Informed

N/A

Operations

Consulted

Informed

N/A

Enterprise Architecture (PST Group)

Consulted

Informed

N/A

Information Management

Consulted

Informed

N/A

Enterprise Architecture

Consulted

Informed

N/A

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

PAGE 2 OF 7

Government of Newfoundland and Labrador

Office of the Chief Information Officer
Solution Delivery: Project Management Office

TRANSITION ITEMS
Items that should be considered for the transition period must be illustrated in the table below. This is not an
exhaustive list.
Identify all the transition items agreed to in this section. Identify whether these items are required by AS and / or
OPs. Document the decisions on each of the transition items in the table as well as any others that may be
identified. For items that are not applicable or not required, document the decision in this agreement. For
example, Server Build Books N/A Project utilizing existing infrastructure.
For each transition item, consider if there are budget implications and identify to whom these budget
implications apply, i.e. does the transition item have an associated cost and if so, is it a Project cost, Application
Services cost, or an Operations cost?

TRANSITION ITEMS
Transition Duration - Servers

<< Consider complexity of system and project budget. Indicate the length of
the transition period for the servers. >>

Transition Duration Application

<< Consider complexity of system and project budget. Indicate the length of
the transition period for the application. >>

Transition Duration Database

<< Consider complexity of system and project budget. Indicate the length of
the transition period for the database. >>

Deliverables

<< Identify the deliverables that will be required for implementation and / or
handover. E.g., Build Books, Disaster Recover (DR) Plan, Charts of Authority,
OPM, Vulnerability Assessment Response, Decommissioning Form, etc.
For any deliverables required for implementation / Go Live, indicate whether
the deliverable must be approved or in draft form. If it is likely that a
deliverable may need to be updated during the transition period, a draft
should be sufficient for implementation / Go Live but this should be
confirmed as part of the transition meetings. Also, keep in mind some
deliverables such as the DR Plan are subject to a two week SME review. >>

Source Code

<<For Applications and/or Databases supported by the OCIO indicate the

source code and media being delivered to the OCIO and the groups that will
be involved (i.e., Project Team, Production Services, Application Services
Support Team, ISC). If all or some application software is supported by
vendors, source code may not be required and should be specified. The
section should include N/A Vendor Supported No source code required.
>>
COTS Software (for the purposes of reinstalling the application):

<<List the physical media to be handed over and who from the project
team will provide it to the ISC. Note: Reference to this storage location
should also be included in the Application Build Book. E.g. Oracle Installation
CD to be provided to the ISC by the Project Manager as per the process

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

PAGE 3 OF 7

Government of Newfoundland and Labrador

Office of the Chief Information Officer
Solution Delivery: Project Management Office

TRANSITION ITEMS
documented in the PM Reference Guide using the RFC. >>

<<For downloaded versions of software, it is recommended that the

downloaded software be copied to CD to ensure that the correct version is
available when needed. Two copies are recommended. The CDs/DVDs
should be stored in the ISC for purposes of re-installing the application. E.g.
A copy of the Open Source software XYZ will be provided to the ISC by the
Project Manager as per the process documented in the PM Reference Guide
using the RFC.>>
Custom Application/Database Code:
<<Specify where the custom code will be kept and the group that will be
involved in moving it there. For new applications, the default will be to
ensure the code is moved into Subversion. For enhancement projects it will
depend on the current code location and the direction being provided by APT
during the Transition Agreement meeting. For applications already in
Subversion, code will be expected to be returned to Subversion. For
applications whereby the code currently resides outside APTs Source Code
Management with the AS Team, it will be returned to the AS Team. E.g.
Custom code will be handed over from the Project Manager to APT 1 day
prior to Go Live date for inclusion in Subversion.>>
COTS Related Information

<< (For COTS solutions, document vendor contact information, specify any
vendor manuals, etc. that should be handed over. >>

Desktop Requirements
(Hardware / Software)

<< Identify any special hardware or software requirements needed on

support desktops. >>

Application Services (AS) Access to Servers

<< For each environment, identify the responsibilities of AS, AD and OPs for
establishing access to servers and applications in each environment to be
handed over to the OCIO.
Production servers will only be accessible to AS via the Jump Box. The PM
will be responsible for submitting a request to the AS Manager to ensure that
Manager gets appropriate Jump Box access for AS staff. The AS Manager
submits a request to the Application Protection Team for the required access.
For development and testing / staging environments, the Project team will be
responsible for setting up the appropriate access. Once the support team
access is established, the project team access must be removed. >>

User Ids and Passwords

-continued operation of the
application, database and/or
hardware

<< Identify the person(s) to whom required credentials should be given.

Typical resources would include the Network Administrator for Operations,
Database Administrator and the Application System Administrator (if required)
for Application Services. The project team member responsible for
communicating the credentials should also be identified. Once the
credentials are provided to the identified resources, the resources should
revise their assigned password immediately and verify their access. Note:
The users log in credentials must not be identified here.
Simultaneous to the credentials being assigned and validated with the

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

PAGE 4 OF 7

Government of Newfoundland and Labrador

Office of the Chief Information Officer
Solution Delivery: Project Management Office

TRANSITION ITEMS
support resources, the project teams credentials must be removed. >>

Update of Corporate Asset

Management Portfolio (CAMP)
- AS

<<Identify the AS Team Lead and the DBA Team Lead that will update CAMP
(upon Go Live) in consultation with the project team. >>

Update of Corporate Asset

Management Portfolio (CAMP)
- Ops

<<For enhancement projects, identify the Ops Team Lead that will update
CAMP (upon Go Live) in consultation with the project team. >>

Update of Corporate Asset

Management Portfolio (CAMP)
- EA-PST

<<For new projects, identify the EA-PST resource that will update CAMP
(upon Go Live) in consultation with the project team. >>

Knowledge Transfer

<< How does the Project team transfer knowledge about the system? (e.g.,
presentations functional and technical overviews, AS and OPs specific
training, etc.).
Identify the methods the project team will use to transfer knowledge before
implementation and during transition. >>

Cyclical Processes

<< What system cycles need to be included in either production runs or test
runs? Identify items that will not be covered. >>

Technology Training

<< If AS or Operations requires technology specific training, identify the

technologies. Include information on timeframes that the training will need to
be completed by. If AS or Operations is unable to avail of technology specific
training prior to the established timeline, identify other options for ensuring
technology knowledge is resident in the support teams for the transition
period. >>

Out of Scope Items

<< Identify any items that were requested by the client during the project, but
were considered out of scope. Project teams and clients should not assume
that out of scope items will be addressed during the transition period. Clients
will have to address out of scope items for applications by submitting support
requests to Application Services, where they will be prioritized as per normal
support processes.>>

Server Environments

<< All required project environments are to be delivered to Operations upon

Go Live. If there are unique circumstances where the project environments
will not be delivered to Operations upon Go Live, they must be delivered to
Operations as stated in this agreement with the timeframe being no later than

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

PAGE 5 OF 7

Government of Newfoundland and Labrador

Office of the Chief Information Officer
Solution Delivery: Project Management Office

TRANSITION ITEMS
Project Handover.
When the project environments are delivered to Operations, the project
teams access and credentials must be correspondingly removed.
Typically, small and medium projects share a test and staging environment
while large projects have a separate test and staging environment. Indicate
below all project environments to be transitioned to Operations. >>
Development
Application Environments

Test

Staging

Production

<< All required application environments are to be delivered to Application

Services upon Go Live. If there are unique circumstances where the
application environments will not be delivered to Application Services upon
Go Live, they must be delivered to Application Services as stated in this
agreement with the timeframe being no later than Project Handover.
When the application environments are delivered to Application Services, the
project teams access and credentials must be correspondingly removed. >>
Application

Removal - Project Team

Access

Database

<< To facilitate the transition of the project to production, the AS and

Operations support teams environment credentials and access must be
established and validated prior to any Go Live event. Simultaneous to the
support teams ability to access the support environments, the project teams
access to the corresponding environments (development, testing / staging,
production) must be removed.
Solution Delivery requires that the project teams access for all environments
be terminated prior to the end of the transition period. Depending on the
project circumstances, there is a realization that the project team may need
to retain their access throughout the transition period notably if the project
requires a pilot where the project team is solely responsible for support.
Where possible, the project team access should be terminated at the start of
the transition period promoting hands-on support by the AS and Operations
support teams. For each project related environment, identify the plan to
terminate the project teams access i.e. immediately following the Go Live
event or a set time during the transition period. >>

Logistics

<< Identify the logistics of the transition period. e.g., Co-location of project
resource(s) in AS, email, phone, etc. AD secondment to support team.
Document how AS and OPs expect the project team to work with those
branches during the transition period. >>

Hardware / Software Support

Costs

<<Identify the support costs for hardware and software delivered for the
project. This could include annual licensing / support fees>>
Future recurring costs for licensing should be communicated to the Manager
of Operations Services responsible for licensing:
Hardware Licensing: Manager of Service Delivery (Keith Budden)
Software Licensing: Manager of Service Delivery (Rosalind Mews)

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

PAGE 6 OF 7

Government of Newfoundland and Labrador

Office of the Chief Information Officer
Solution Delivery: Project Management Office

TRANSITION ITEMS
Other Items

<< Document any other transition items discussed and required for continued
support. >>

REVIEWED BY
Delivery Manager
(name)

(signature)

(date)

APPROVED BY
With respect to the Application Services and Operations approvals, approvals are only required from those
Managers identified in the Project Initiation Document (PID). If there is no Application Services or Operations
engagement for the project, the Manager approval for that branch is not required. This should be noted as Not
Applicable.
Manager of Operations
(Primary)
Manager of Application
Services

(name)

(signature)

(date)

(name)

(signature)

(date)

TRANSITION AGREEMENT DISTRIBUTION

The Transition Agreement must be distributed to all persons identified below and filed in the PPM project folder.
Application Services (AS) Manager

Application Services(AS) Team Lead

Production Services / APT Manager

Operations Manager

Operations Team Lead

EA - Project Support Team (PST) Manager

Delivery Manager

TRANSITION AGREEMENT
TEMPLATE VERSION 1.5, 2013-11-13

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