5.6 Cutover Strategy

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Opportunity Roadmap - Fact sheet

Date

<Opp.name> <Client name>

Business Situation (facts), Their Problem, Impact, Need to Act; What if they do nothing?

Clients Need To Act

Management Sponsor of MU

Responsible Consulting Manager

Opportunity Team (+ Role) N.N. (Bid Manager) N.N. (Solution Architect) N.N. (Industry Expert) N.N. (…)

Customer Responsible (GAD, GAM, AE, CEM/CP)

N.N.

Organization of Opportunity Team

abc…

Actual Status/Results

1. …

2. …

Solution ScopeField Service Value PropositionSAPs USPs (differentiators)

Overview of our Offer

abc…

Risks/ Threats

Next Steps

1. ….

Competitors

Price-/Project Type Fixed Price

Margin X%

GD Days X days

* 1.000 EUR

lastchange

Closing Month

Opp OwnerMastercodeCurrent Phase

CompanyOpp / Pipe ID

35 %Probability (personal

judgment)

Solution Fit

Customer Feedback

Conditions/Budget

Staffing/Delivery

X €Education Revenue

nameInvolved Partner

G

Y

R

R

SAP CONFIDENTIALCutover Strategy(with details becomes Cutover Kickoff)

Client

Project Name

Opportunity Owner

CEM / CP

AE / AM

Date


Agenda

1. Cutover Strategy2. Timeline3. Go Live Acceptance Criteria4. Cutover Organization and Responsibilities

4.1. Legacy Team4.2. Migration Team4.3. Business Team

5. Cutover Schedule6. Cutover Simulations7. Cutover Communications8. Contingency Plan9. Implementation Support10. Logistics


Cutover Strategy

Time constraints?

Big bang or phased?

Sequence?

Parallel system with legacy?


High Level Cutover TimelineMo October November December January

Wk

3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4

1 Business Preparation

2 Production Environment Preparation

3 Project Team Preparation

4 Master Data Migration

5 Cutover Preparation

6 Legacy Changes and Shutdown

7 Transaction Data Migration

8 Key Processes Execution

9 Legacy Shutdown

10 Security access enabled

11 Go Live

12 Go Live Support – Hyper Care

13 Go Live Support – Long Term

Cutover Simulations

Kuala Lumpur

Basingsto

ke

New York


Go Live Acceptance Criteria

The business identifies the acceptance criteria during Realization in order to: Maintain the focus on going live on time Focus project team efforts on critical tasks

Acceptance criteria needed for major milestones To begin Production Cutover, for example:

– Acceptable levels of passing for Integration Tests

– Acceptable levels of trained and certified users

– Acceptable levels of open issues

– Acceptable performance criteria

To accept Master Data, for example:– Planned accuracy percent of data load by object

To accept Transactional Data, for example:– Planned accuracy percent of data load by object

– Key processes that execute correctly in Production post migration

– Meeting acceptance criteria allows move to next steps


Cutover Organization

Cutover Manager

Data MigrationTeam Lead

Functional Team Lead

Site coordinators

Key users

LegacyTeam Lead

Business Team Member

Data MigrationTeam

OCM Team Lead

LegacyTeam


Roles and Responsibility

Cutover Manager Creates and maintains master cutover schedule Defines organization and logistics for cutover Manages cutover issues and their resolution Ensures communication to all stakeholders

OCM Team Lead Provides formal communications

Team Leads Create cutover schedule for team as input to the master cutover schedule

Legacy Team Extract data Provide reports to aid in validation

Data Migration Team Lead Creates cutover schedule for data migrations as input to the master cutover schedule Manages data loads prior to cutover Documents results of each data load

Data Migration Team Execute migrations Provide aid in validation

Business Team Members Validate converted data and resolve errors Identify and execute key process tests

Project Team Hyper care period support

Site Coordinators Manages site readiness Manages site issues and their resolution

Key Users First line support


Long term Responsibility

Inventory of legacy systems Identify systems to sunset Identify any modifications needed

Inventory of batch processes to reschedule or cancel

Identification of security access requirements During cutover Post Go Live


Migration Team Responsibility

Determine whether migration is: One-time Multiple times for a file with deltas Determine approach to dual maintenance, as required

Determine sequence of migrations

Document migration quality tracking in Migration Quality Tracking spreadsheet Track record counts, validation work, and time requirements Create an individual spreadsheet for each data load including unit test, simulation loads,

training migration, etc.

Aid the business to cleanse and validate the data


Migration Team Responsibility

Purpose

Objectives & Goal

Migration Plan Strategy & Methods

Planning & Accelerated SAP, (ASAP) Phases

Migration Planning High Level Activities

Go-Live Scope of Activities & Migration

Key Team Members Worksheet

Migration/Cutover Schedules

Top Assumptions


Purpose

The Migration Plan identifies the activities to be performed during the cutover process from getting started through execution of all related tasks: Planning, Acceptance and Execution.

The plan further defines the activities required to facilitate a smooth transition into production for additional SAP functionality.

The major activities of Migration are the migration of master data and getting the Production SAP system functionally and technically ready.

The Migration Plan template is to be re-useable for each separate Migration effort (release schedule).


Objectives and Goals

Objectives

Establish the Process for the Actual Go-Live Transition

Define the Approach and Framework for executing the Cutover

Establish Approval Criteria for Formal Cutover Acceptance

Define Project Team Activities, Roles & Responsibilities

Define Organization Team Activities, Roles & Responsibilities

Define Project Management Activities, Roles and Responsibilities

Goal

The Goal is a plan to ensure a smooth transition to production

Deployment

Organization

Training Data

Security

SystemDesign

Technical Infrastructure

Production

IT Driven Items

Business Driven Items


Migration Plan Strategy & Methods

For each SAP Project Schedule, (release) there will be a separate set of Migration documents created using the following Migration templates: Cutover Schedule Cutover Checklist Final Cutover Checklist

A Cutover Schedule will be maintained for each release schedule tracking all key area milestone dates to ensure all areas are coming together for the individual Migration effort.

A Cutover Checklist will be created with all necessary detail and dependencies and tested/updated via the cutover simulations and lessons learned process.

Acceptance criteria by key area will be defined for each Migration effort using the Final Cutover Acceptance Checklist template.

Lessons Learned from each Migration effort are to be evaluated and included as updates to the Migration Plan going forward.


Migration Planning & AcceleratedSAP Phases

Create Initial Migration

Plan

Go-Live & Support

Blueprint Phase Realization Phase Final Preparation Phase Go-Live

Revise & Finalize Migration Plan

Execute Migration Plan


Migration Planning High Level (Activities)

Test/Re-Test Data Migration

Programs & Files

Test/Re-Test Data Migration

Files

Finalize Data Migration

Files Go-Live

Ongoing System

Maintenance

Test Cutover Activities, Execute

Volume & Stress Testing (Repeat 3X min), Payroll

Interface Testing w/Customer Data

Move Transports into Production, Data migration & Validation in Production,

(Execute All Cutover Activities)

Create & Load Data

Migration Files

Develop Volume & Stress Test Scenarios Apply Latest Support Packs to DEV/QA/Prod

Production Support

Organization Readiness Planning

Create End-User Training Plans

Create SAP Training Materials,Customer Acceptance (CAT), Regression &

Security Roles & Rights Testing

Conduct End-User Training

Realization Phase Final Preparation Phase Go-Live


Go-Live Scope of Activities

Migration Plan Key

Components

• Cutover Strategy

• Cutover Schedule

• Cutover Checklist

• Final Cutover Acceptance Checklist)

• Technical, (Infrastructure)

• Functional (System Design)

• Development (System Design)

• Authorizations (Security Roles & Rights))

• Data Cleansing

• Data migration

• Training

• Organization Change Management

• Project Management

• Infrastructure

• System Design

• Security

• Data

• Training

• Organizational

• Deployment

Key Areas Acceptance Criteria

Legacy SourceData for migration

Legend:

1. Items highlighted in blue are “directly” related to Migration & are tested via the Migration process.

2. Items highlighted in black are “indirectly” related to Migration with the final outcome of the testing being incorporated into the Migration effort.

3. Items highlighted in grey are not part of the Migration effort and are tracked to ensure the overall success of the implementation.


Top Assumptions

System design work (configuration and enhancements) in scope have been completed and integration tested end-to-end.

Interfaces from SAP to external Customer systems in scope have been completed and integration tested end-to-end (with new data set), with receiving system resources confirming both receipt and acceptance. (Requires downstream systems (including those connected to XI) to be locked into SAP integration testing and acceptance schedule.)

Additional development work (authorizations, reports, forms, migrations, etc.) in scope have been completed and tested.

Data to be converted into the new SAP environment has been cleansed, validated and approved for migration into SAP.

The cutover approval process is timely and is based on the approval criteria defined as part of the Migration plan for both the Business owners and Information Technology areas involved.

Pre-requisite and parallel activities are completed and approved prior to the go-live (security roles and rights testing, customer acceptance testing, end-user training, organizational change management activities, etc.).

Resource constraints will be managed based on priority, criticality and urgency.

Each team involved retains the resources and skill sets required to complete the tasks related to their respective areas in the time needed.

No historical data is part of migration/cutover process into SAP for the go-live.


Business Responsibilities

The business identifies: Key personnel and staffing plans New data requirements Preparation for cutover

o Business preparation activitieso Process cut off milestones

Alternative business processes for transition periods Acceptable business shut-down window Key processes to execute in production after data migration End user requirements

– Training or certification requirements– Log on distribution logistics and requirements– Start up procedures– Business resources for cutover:o Key Userso Site Coordinators

The business is responsible for the data Cleansing Validating

Determine dual maintenance requirements, if any


Cutover Schedule

Each functional, data, and technical team lead to maintain a list of cutover activities in Team Cutover Schedule Created before migration to QA box Provided to Cutover Manager for use in QA build Once provided to Cutover Manager, the Team schedules are no longer maintained, as there

is only one Master Cutover Schedule

Cutover Manager merges the Team Schedules into the Master Cutover Schedule Executes merged schedule to build QA box, Prod box, simulation cutovers, and cutover to

production Updates schedule as needed to provide the most error-free cutover to production Re-uses the schedule for each

The Master Cutover Schedule leverages MS Project’s predecessor and successor functionality to enable forecasting of time requirements for cutover


Cutover Simulations

Each functional, data, and technical team lead to maintain a list of cutover activities in Team Cutover Schedule Created before migration to QA box Provided to Cutover Manager for use in QA build Once provided to Cutover Manager, the Team schedules are no longer maintained, as there

is only one Master Cutover Schedule

Cutover Manager merges the Team Schedules into the Master Cutover Schedule Executes merged schedule to build QA box, Prod box, simulation cutovers, and cutover to

production Updates schedule as needed to provide the most error-free cutover to production Re-uses the schedule for each

The Master Cutover Schedule leverages MS Project’s predecessor and successor functionality to enable forecasting of time requirements for cutover


Cutover Communications

Audience Responsible Method Frequency

Project Team Cutover Shift Manager

Project Schedule on shared drive

Voice mail status

Minimum of hourly

Cutover Person Responsible

Cutover Shift Manager

Phone As needed, two hours before needed

Steering Committee and Management

Cutover Shift Manager

Voice mail status Minimum of every 4 hours

Site Coordinators Cutover Shift Manager

Open teleconference line

Minimum of daily

Stakeholders OCM Manager Formal email At pre-determined points


Contingency Plan

Risks and mitigations for cutover

Time required to restore legacy

Position decision points for proceeding with next steps

Identify acceptance requirements for each decision point


Implementation Support

Hyper care period Project team staffs cutover room for 2 weeks Schedule developed for 24 x 7 support Help Desk phone line coordination

Long term Handover to Help Desk after 2 weeks


Logistics

All cutover activities performed in Conference Room 101

Cutover Shift Manager contacts person who is next up for execution at least 2 hours in advance If you are on the cutover schedule, check the phone line for status

All project team members Remain within 1 hour driving distance of the conference room from 12/29 – 1/2 Are reachable via telephone 24 x 7 from 12/25 – 1/6

Building Entry cards function 24 x 7 from 12/20 – 1/15

Food served for cutover team members Count taken from Cutover Shift Schedule If you are additional team member, add your name to list at …

Contact List.xls is located at … Update your information

Thank You!

Contact information:

F name MI. L nameTitleAddressPhone number

5.6 Cutover Strategy

Documents

planned accuracy

build qa box

technical

cutover manager

migration

qa box provided

master cutover

security roles