Knowledge Transfer Plan — Departing Senior Engineer (Maya Fortune)

Role / area being transferred: Ownership of the billing platform and its on-call duties Reason for transfer: Offboarding — Maya has resigned and is moving to a new company Transfer window: 6 April 2026 to 1 May 2026 (Maya's last working day) Plan owner: Engineering Manager, Theo Banda

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1. Scope and people

• Departing party: Maya Fortune, Senior Engineer, sole long-term owner of the billing platform
• Receiving party: Owen Castellano, Engineer, who will take over billing-platform ownership
• Manager / sponsor: Theo Banda, Engineering Manager
• In scope: The billing service, its scheduled invoicing jobs, the payment-provider integration, the on-call rotation for billing incidents, and the relationship with the external payments vendor
• Out of scope: The customer-facing web app (owned by a separate team) and historical data migrations that are already complete and documented

2. Critical knowledge inventory

Knowledge area	Description	Held by	Criticality	Transfer method
Monthly invoicing run	The scheduled job that generates and sends every customer invoice; failure here is visible to all customers	Maya	High	Reverse shadowing
Payment-provider integration	Quirks of the vendor API, retry logic, and the manual reconciliation steps	Maya	High	Pairing + docs
Billing on-call playbook	How to triage and resolve the common billing incidents	Maya	High	Docs + shadowing
Payments-vendor relationship	The direct contact and history with the vendor's support engineer	Maya	Medium	Warm introduction
Refund and credit process	The semi-manual process for issuing refunds and account credits	Maya	Medium	Reverse shadowing
Legacy reporting export	A rarely-run quarterly finance export with a fragile manual step	Maya	Low	Documentation

3. Transfer methods and schedule

Week / date	Focus	Method	Participants
Week 1 (6–10 Apr)	Maya writes runbooks for the invoicing run, on-call playbook, and refund process	Documentation	Maya + Owen review
Week 2 (13–17 Apr)	Owen shadows Maya through a live invoicing dry-run and an on-call simulation	Shadowing	Maya + Owen
Week 3 (20–24 Apr)	Owen runs the real monthly invoicing job and handles a refund while Maya supervises	Reverse shadowing	Maya + Owen
Week 4 (27 Apr–1 May)	Owen owns billing alerts; Maya is available only for questions; vendor intro call held	Independent work + office hours	Owen, with Maya on call

4. Documentation checklist

• Invoicing-run runbook, including the recovery steps for a failed run
• Billing on-call playbook for the five most common incidents
• Refund and credit process, with the approval thresholds
• System access list: billing service, payments-vendor dashboard, and the finance export tool
• Key contacts: the payments-vendor support engineer and the internal finance owner
• Recorded walkthrough of the quarterly finance export (scheduled for the final week)

5. Validation and sign-off

Critical area	Receiver demonstrated unaided?	Outgoing sign-off	Receiver sign-off
Monthly invoicing run	Yes — Owen ran the April invoicing job end to end	Maya, 23 Apr	Owen, 23 Apr
Billing on-call playbook	Yes — Owen resolved a simulated incident	Maya, 17 Apr	Owen, 17 Apr
Refund and credit process	Yes — Owen issued two test refunds	Maya, 22 Apr	Owen, 22 Apr
Payment-provider integration	Not yet — reconciliation edge cases still need practice	Maya, pending	Owen, pending

Manager confirmation: Theo confirms three of four critical areas have transferred. The payment-provider reconciliation remains a residual risk and is covered by the contingency below.

6. Risks and contingencies

Risk	Likelihood	Mitigation / contingency
Reconciliation edge cases not fully transferred by the last day	Medium	Maya available for paid ad-hoc questions for 30 days; Theo schedules a focused session in the final week
Vendor relationship cools after Maya leaves	Low	Joint intro call between Owen and the vendor contact held in week 4
Owen out for two days during week 3 for prior leave	Medium	Invoicing practice moved earlier in the week to keep the schedule intact