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Defence Estate Quality Management System (DEQMS) Davis Langdon Certification Services

Handover/Takeover (HOTO) Process

The HOTO process is a progressive assurance activity that commences in the project planning and development phase and concludes at the end of the defects liability period.¬†To minimise issues during a project’s planning, design and delivery phases and efficiently meet HOTO objectives, it is essential that all estate projects satisfy a range of legislative, Defence policy, estate compliance and estate information requirements during these phases.¬†Ensuring compliance with these requirements is achieved through the early understanding of stakeholder responsibilities, planning and engagement, ongoing consultation, applying the Defence HOTO process, reaching agreement on project outcomes and deliverables with key HOTO stakeholders.

The HOTO process includes the HOTO Plan & Checklist for use by the project director / project manager, project contractors and other key project stakeholders.

HOTO Policy

The HOTO policy applies to all estate projects delivered on the Defence estate.
The purpose of the HOTO policy is to ensure that all estate related projects adhere to a systematic process to demonstrate that the project management practices, actions and deliverables comply with legislation, Australian Standards and Defence policy and instructions to deliver safe, compliant and fit for purpose facilities.
Key terms such as Handover and Takeover are explained in the HOTO Policy.
The EMOS contractors must use the HOTO Plan & Checklist when delivering E&IG Estate Works Program allocated maintenance projects as per HOTO policy.

HOTO Plan & Checklist

The aim of the HOTO Plan & Checklist is to identify all documentary evidence required by Defence to demonstrate the delivered works are compliant, fit for purpose, safe and suitable for occupancy and use.
The HOTO Plan & Checklist is to be used for all estate construction, maintenance, environmental and leasing projects delivering new or altering the existing Defence estate.

HOTO Data Provision Checklist

The HOTO Data Provision Checklist (DPC) is to complement the contractor's Estate Information Provision Plan (EIPP). The DPC aims to provide contractor representatives with sufficient information to plan and document a schedule for the submission of project information and data throughout the project lifecycle and for the PD / PMCA / PM and EMOS to validate receipt and completion in accordance with the contract conditions and HOTO requirements. Estate data includes but is not limited to: GEMS data, design & as constructed drawings and Operating & Maintenance Manuals (O&MMs).

When developing the EIPP and DPC, contractor representatives must liaise with the EMOS PSS to agree a schedule for data submission, checking and turn around validation / processing times that enable related HOTO criteria to be achieved.

HOTO Workflow

The HOTO workflow is a single page diagram that depicts key HOTO and related support activities across the project lifecycle.

Estate Project Meeting Guide

Throughout the estate project lifecycle many project meetings are conducted. The more critical meetings are normally the "start" or "kick-off" meetings held at the commencement of each project phase, as these set the foundation for a successful project outcome. The Estate Project Meeting Guide aims to inform Service Delivery Division (SDD) Zone and Base staff about the matters and actions they need to consider, prepare and/or raise for these key meetings that occur throughout the lifecycle of estate projects. The Handover Takeover (HOTO) Plan & Checklist indicates when key meetings occur in the project lifecycle and it also provides brief instructions about stakeholder actions. This guide aims to supplement this information for Zone & Base staff.

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Last Modified: July 2021
Technical Authority: ESD
Subject Matter Expert: DELM