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Automation handover worksheet

Verify that the assigned team can operate the service when its original builder is unavailable. Handover is an operational exercise, not merely a list of files.

By Stolen OrbitRevision

When to use it and what to produce

At the end of a pilot, when managed support starts or when partners and internal owners change.

A handover record with accessible materials, accepted responsibilities, an operating exercise and assigned outstanding work.

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1. Assign accountability

Distinguish the owner of the business outcome from the people managing infrastructure and configuration. Also record who decides changes, costs and suspensions.

See a worked example

Illustrative example: operations decides whether to add document categories; the partner implements the change after approval and testing. IT manages access to connected systems.

Identify process owner, technical contact, support and backups with monitored contact channels.

List workflows, environments, agreed coverage and activities requiring a separate engagement.

Specify who authorises new access, functional changes, additional spending and workflow suspension.

2. Check materials and access

Open the materials using the recipient’s identity. A documentation link is insufficient when its intended reader lacks the necessary permissions.

See a worked example

Illustrative example: the recipient opens workflow controls and logs with their own account. Personal credentials used during the trial are replaced or revoked.

Link configuration, agreed code, diagrams, versions, evaluation cases and dependency documentation.

Record account ownership, references to managed secret storage and how access is changed or revoked.

Specify who receives invoices and notices, monitors usage and approves renewals or increases.

3. Run a guided handover

Have the recipient perform essential tasks. Record difficulties as outstanding work instead of automatically treating the handover as complete.

See a worked example

Illustrative example: the new owner finds a paused case but cannot access its recovery instructions. Missing access remains a blocker for accepting that responsibility.

Ask them to find a case, recognise an error, stop the flow and follow recovery in a suitable environment.

Assign impact, owner and due date to each unfinished item; state temporary operating limitations.

Record who accepts which scope, with what reservations and when the first operating period is reviewed.

Pitfalls to avoid

  • Delivering files without checking that recipients can open and use them.
  • Depending on a single personal account to operate the service.
  • Closing a project while leaving outstanding work without an owner.

Take the next step together.

Use this document to start a discussion about scope, evaluation and project ownership.

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