need of Knowledge Transfer Documents after successful completion of project, even in future the project remain confidential to every individual employee in the company other than only Project-in-charge or very developer for that particular project only...
Is KT (Knowledge Transfer) Document necessary after the completion of successful project?
KT document can be in different forms depending on the requirement. E.g. KT document might include configuration or settings of the design, operations manuals how to support the system during ongoing operations, training manuals provided during handover training, escalation procedures for initial & deep level support etc.
From my personal experience, whether KT document is needed or not depends on the customer / end user requirement during solutioning phase or agreement between customer / end user & project delivery team during implementation phase. If customer / end user required this KT service, appropriate effort, costing & timeline need to be included in the total pricing / cost case & project timeline. Also do take note sometimes some customers don't mentioned KT but they assumed this is in-scope by the project team - this kind of scope creep issue need to be addressed as early as possible.
Generally, customer / end user needs this KT document so that their operations team can be self-sufficient during day to day operations using the new system implemented. Or else some customers refuse to sign-off the project closure & the project team might not get paid fully / delayed in payment etc.
The preparation of a completion report is mandatory in many organizations. Naturally, the amount of detail required is a function of the complexity of the undertaking. Irrespective, the intention is to benefit from the experience gained so the organization might know how to improve the planning, formulation, and implementation of future endeavors.
A technical assistance completion report, for example, would typically (i) examine the rationale for the technical assistance, the adequacy of its formulation (including the level of stakeholder participation and ownership), and the clarity and comprehensiveness of the terms of reference; (ii) evaluate the achievement of the outputs and outcome, the delivery of inputs, and the conduct of activities; (iii) assess the quality of the outputs and outcome including the reports produced, the presentations made, the transfer of technology accomplished (including the number of staff trained and their retention), and the delivery of time-bound targets; (iv) describe the implementation of the technical assistance and any significant changes occurring between its preparation and implementation (including changes in the context in which the technical assistance was carried out); (v) review the performance of consultants; (vi) identify major lessons and provide recommendations on follow-up actions and how to improve future technical assistance; and (vii) rate the performance of the technical assistance.
Conducting After-Action Reviews and Retrospects, available at https://www.researchgate.net/publication/254583099_Conducting_After-Action_Reviews_and_Retrospects, describes a simple process that can be used to assess the effectiveness of any type of activity.
Article Conducting After-Action Reviews and Retrospects
Thank you for your Points. Its really cleared and appreciating @Olivier Serrat
It merely depends on the agreement between the involved parties. A documentation is deem required if it involved paid works ( consultation) and the consultant did not come within the country.
Yes it is. Such document would serve as institutional memory for future references.
@Zawiyah Yusof.. But there will be no agreement before starting!! then?
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