1.6 Sales → Project Handoff Package

The "Throw it over the wall" era is over. A signed PO is worthless if Operations cannot execute it. The Sales → Project Management (PM) handoff is a formal Quality Gate. The Sales cycle does not end at signature; it ends when the PM accepts the "Baseline Scope." Until the PM validates the package, the project remains a Sales liability.

The Handoff Gate: Logic & Rules

This is a binary event. The project is either "Owned by Sales" or "Owned by PM." There is no middle ground.

• The Acceptance Rule:
  • If the Data Pack is incomplete (missing Gerbers/Pricing) → PM rejects the handoff. Sales retains ownership.
  • If the Scope is ambiguous → PM rejects the handoff.
  • Logic: A PM cannot be held accountable for a schedule based on undefined inputs.

The Baseline Scope Package

Transfer the following artifacts to establish the "Project Truth."

Commercial Baseline

• The Quote (Unredacted): The PM must see the calculated margins and the "Assumptions Register" (Chapter 1.3).
  • Why: If the PM doesn't know we excluded "Custom Packaging" from the price, they might agree to provide it for free, destroying the margin.
• The Contract (MSA/PO): Highlight non-standard terms (e.g., "Liquidated Damages for late delivery").

Technical Baseline

• Golden Data Pack: The validated ZIP file (BOM, Gerbers, XY) from Chapter 1.2.
• Deviation List: Any engineering deviations agreed to during the pre-sales phase (e.g., "Customer accepted Blue Solder Mask instead of Black").

Strategic Context

• Stakeholder Map: Who is the "Decision Maker" vs. the "Influencer"?
  • Example: "Talk to Bob for technical queries, but only Alice can approve cost increases."
• The "Why": Why did the customer buy? (Speed? Quality? Price?). Align the project KPIs to this driver.

Pro-Tip: Explicitly document "Shadow Promises." If Sales told the customer "We might be able to squeeze this in by Friday," the PM needs to know immediately to manage that expectation.

The Kickoff Agenda

Standardize the alignment process. Do not hold a "meet and greet"; hold a "strategy session."

Phase 1: Internal Kickoff (Sales + PM + Engineering)

• Goal: Sanity check the deal before facing the client.
• Agenda:
  1. Review Margin & Cost constraints (Can we afford air freight?).
  2. Review Technical Risks (Is the BGA pitch too tight?).
  3. Define the "United Front" (What is the official lead time message?).

Phase 2: External Kickoff (Team + Customer)

• Goal: Establish authority and communication channels.
• Agenda:
  1. Introductions: Formally transfer "Point of Contact" from Sales to PM.
  2. Scope Re-Verification: "We are building Rev A, Qty 1000. Correct?"
  3. Risk Review: "We see a risk with Component X. Here is our mitigation plan."
  4. Cadence: "We will report status every Tuesday at 10:00 AM."

RAID Seed (Initial Log)

The RAID log (Risks, Assumptions, Issues, Decisions) is the PM's navigation chart. Sales must "seed" the first entries based on the negotiation phase.

Risks (Future uncertainty)

• Entry: "Component U1 is single-source. Allocation risk high."
• Mitigation: "Pre-buy stock immediately."

Assumptions (accepted as true)

• Entry: "Customer will provide programming fixture by [Date]."
• Impact: If late, schedule slips 1-for-1.

Issues (Current problems)

• Entry: "Credit limit insufficient for full material buy."
• Action: Finance to approve temporary increase.

Decisions (Agreed facts)

• Entry: "Approved use of alternate Resistor brand Y."

Handoff Completeness Checklist

Item	Description	Status
Signed Contract	PO / MSA with all signatures.	[ ]
Golden Data Pack	Version controlled ZIP (BOM, Gerber, etc.).	[ ]
Quote Model	Including margin breakdown & assumptions.	[ ]
Contact List	Customer Tech/Commercial/Logistics contacts.	[ ]
RAID Seed	Initial risks and known constraints logged.	[ ]

Initial RAID Template

ID	Type	Description	Impact	Owner	Status
R-01	Risk	Lead time for CPU is 52 weeks.	Line down	Purchasing	Open
A-01	Assumption	Customer will pay NRE before tooling start.	Cash flow	Sales	Verified
D-01	Decision	Ship partial quantity (50%) allowed.	Revenue	PM	Closed

Final Checklist

Check Item	Validation Criteria	Criticality
PM Acceptance	PM has explicitly signed off/accepted the package.	BLOCKER
Scope Clarity	Qty, Revision, and Specifications are locked.	BLOCKER
Margin Visibility	PM knows the target cost and profit margin.	High
Hidden Risks	"Shadow Promises" and verbal agreements documented.	High
Communication	"Official Channel" established (Sales steps back).	Medium
Kickoff Date	Scheduled within 48 hours of PO receipt.	Medium