PCS - 013 Ver 1.0 (May 24)
1. Key Points
- Ensure the Transition Plan clearly identifies requisite transition elements and that outgoing / incoming supplier partners, if applicable, are in sync
- Contract is executed and that all Appendices are completed inclusive of SLA's, KPI's related to flow-downs
- Certifications / insurances and licences are recorded and saved on file
- Commercials executed
- Training completed ready for handover
Bring your teams together (Account Waste Leads and Champions), introduce the teams and set-out and agree upon key responsibilities. These activities must align with all planned project elements, inclusive of work to be completed by the service provider
Establishing the Transition Plan is fundamental to ensure all requirements of the supplier partner onboarding or exit are completed on time and to the clients satisfaction. Using the Transition Project Plan will guide you through the steps to completion and a successful Day 1 Go-Live
After establishing the Transition Plan, it is now important to finalise and lock-in place the contract and any contract-specific requirements such as reporting schedules, communications, key stakeholders, RACI charts and governance
Establish as part of your monthly, quarterly and yearly governance, the necessary meetings to be held with the supplier partner and client (as required)
Follow the guidance notes on HSE and ESG, outlined in this Playbook, to ensue all aspects of health, safety, environment and sustainability are implemented with the supplier partner. Where required, you may need to seek further advice from CBRE HSE teams and ESG teams
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Once contract specifics and key teams in place send out communications to all other tenderers notifying them of the outcomes. At this point you would have already notified the successful tenderer
Further to point 4, in the event of a new supplier partner to be introduced, the incumbent supplier partner is usually served 30 days notice to prepare transition out (or different notice period as stipulated in the contract)
Be sure to prepare and implement waste services standards, relevant to the site operations. This may encompass a range of waste services, recycling and circular initiatives. Be sure to engage assistance from the Global Cat Lead, where required
Supplier partner to prepare for review critical operational reporting including agreed reporting dashboards (integrating the agreed performance metrics)
Ensure that both the client and supplier partner sign-off on final go-live implementation, copies of activation reports to be held on file
2. RACI Legend
Legend
Title
Definition
R
Responsible
person/s who performs an activity or does the work
A
Accountable
person/s who is ultimately accountable and has Yes / No / Veto
C
Consulted
person/s that need to provide feedback and contribute to the activity
I
Informed
person/s that needs to know of the decision or action
1: Establish Transition Plan
2. Finalise Contract
Procurement - C / I
Operations - R / A
Procurement - R / A
Operations - C / I
3. Establish Key Teams & Responsibilities
4. Notification to all parties
Procurement - C / I
Operations - R / A
Procurement - R / A
Operations - C / I
5. Transition out
6. Finalise meetings and Comms
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
7. implement Security Standards / Best Practices
8. Set Up
reporting data
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A
9. HSE / ESG & Safety measures
10. Client sign off and Day - 1
Procurement - C / I
Operations - R / A
Procurement - C / I
Operations - R / A