What Is the Handover Process From AI Vendor to My Team?

Project launch isn't the end. Handover is how you take control. Here's what a proper transfer looks like.

Handover Components

Documentation Checklist

Require these before project close:

• Architecture overview: How the system works
• API documentation: How to interact with AI
• Runbooks: What to do when things break
• User guides: How users operate the system
• Admin guide: How to manage, configure
• Security setup: Access controls, permissions
• Backup/recovery: How to restore if needed

Training Requirements

What your team needs to learn:

• End users: Daily operation, common tasks
• Admins: Configuration, user management
• IT: Maintenance, troubleshooting, integrations
• Management: Dashboards, reporting, metrics

Access Transfer

Ensure you receive:

• All accounts: AI platform, hosting, databases
• API keys: Each key documented with purpose
• Admin access: Full control of all systems
• Source code: If applicable, with documentation
• Monitoring access: Alerts, dashboards

Knowledge Base Transfer

AI's knowledge needs to be yours:

• Documents: All training/reference documents
• Prompts: System prompts used
• Configuration: Model settings, parameters
• Test cases: How validation was done

Support Period

Support Period Activities

• Response SLA: How fast you get help
• Bug fixes: Issues discovered post-launch
• Q&A: Team questions answered
• Minor adjustments: Small tweaks as you use it

Red Flags

Warning signs of poor handover:

• No documentation: "We'll send it later" (they won't)
• Knowledge locked: Vendor keeps all access
• No training: "It's intuitive"
• Support ends immediately: Launch = done

Greene Solutions Approach

Our handover standard includes:

• Complete documentation package
• 2+ training sessions for each user type
• 30-day support minimum
• All access transferred before launch
• Optional ongoing maintenance