ITPD PRODUCTION CUTOVER STRATEGY February 12, 2009
Dec 23, 2015
ITPDPRODUCTION CUTOVER STRATEGY
February 12, 2009
2 04/19/23
Table of Contents
• Definition
• Cutover Overview and Objectives
• Cutover Components and Approach
• Key Final Cutover Deliverables
• Cutover Schedule
• Entrance & Exit Criteria
• Organization & Roles and Responsibilities
• Next Steps and Contact
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Definition1
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Definition
What is Cutover?• Cutover is the execution of activities required to successfully
migrate the business operations from Legacy Systems to the
new Production system
How is Cutover executed?• Cutover will be executed as per the ‘Cutover Plan’ - a set of
detailed, sequenced tasks to build the new Production
system, convert and migrate data, configure the new system
and decommission legacy systems • Mock Cutovers are utilized to practice and validate the
Cutover Plan prior to Go-Live and make revisions prior to the
actual. It is a way of fine-tuning the process and minimize
risks prior to full production cutover
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Cutover Overview & Objectives2
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Cutover Management Overview
Project Command Center
Site Readiness
Team
Cut-over Team
Cut-over activities
• Single Cutover Plan
• Other teams report milestone status
• Cutover team directly drives execution of build, conversions & interfaces directly with resources responsible for execution
• “Check-In / Check-Out” communication as activities Enterprise & end
• Run status meetings
• Maintains Contact List
Go-live Support
Team
Site readiness activities
Go-live activities
Master Data team
Functional Teams
Technical Team
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Mock Cutover Objectives
Objectives of Mock Cutover
• To exercise/practice the full Go-Live Cutover plan in the production environment
• To involve everyone in the cut-over to PRACTICE and confirm the time required to execute the cut-over.
• To discover and resolve issues (technical, operational or logistical) and incorporate into the overall Go-Live Cutover Plan
• To practice the Data Conversion Plan and understand the timings of all data loads
• To validate the overall Production environmentUltimately, we need to ensure we have a comprehensive step-by-step plan to ensure our
success in smoothly migrating to the new Production system
DeploymentDeployment
CommunicationsEnd User Training
ChangeCutoverSite Readiness
Preparing individual sites for cutover to production by focusing on people, process, and technology readiness.
Involving people from outside of the core project team to complete readiness activities.
Go-Live Support
Creating and executing a cutover plan to build the production system and carry out all conversion activities for Go Live.
Supporting end-users after the production system goes live. Includes details such as Help Desk and crisis management
Training employees and managers on the new production system.
Helping employees and managers transition to new roles.
Delivering messages about production system deployment activities.
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Final Cutover Objectives
• To successfully migrate business data and business operations from the Legacy systems to the new Production system
• A successful cutover is achieved through:
• Execution of the Go-Live Cutover plan in the Production environment with minimal impact to daily business activity
• Coordination with several key areas (e.g. Go-Live Support) to ensure a successful transition to the new operating support structure
• Execution of the Cutover Plan within the established timeframe
DeploymentDeployment
CommunicationsEnd User Training
ChangeCutoverSite Readiness
Preparing individual sites for cutover to production by focusing on people, process, and technology readiness.
Involving people from outside of the core project team to complete readiness activities.
Go-Live Support
Creating and executing a cutover plan to build the production system and carry out all conversion activities for Go Live.
Supporting end-users after the production system goes live. Includes details such as Help Desk and crisis management
Training employees and managers on the new production system.
Helping employees and managers transition to new roles.
Delivering messages about production system deployment activities.
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Cutover Components and Approach3
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Cutover Plan Components
Activities performed in the sites to ensure business preparation for go-live.
Process performed at periodic checkpoints to ensure completion of all critical tasks prior to go live
Activities to build the technical environment including infrastructure build, configuration & security
Configuration that cannot be transported and needs to be done manually in the system e. g. Number ranges
Master data and Historical data brought from existing systems to Production e.g. Customer Master.
Transactional data brought from existing systems to Production e.g. Open Orders.
Setup of stabilization and ongoing Production Support processes & procedures
Steps required to perform interfaces which are being run for the first time.
Activities to “turn-off” systems being replaced by new Production system.
Activities to monitor/track performance across key baseline metric readings and target measures
Site Readiness Checklist Activities
Production Support Strategy
Go / No-Go
Production Build
Manual configuration
Master Data and Historical Data Conversions
Open Transaction Data Conversions
System Decommission
Production Metrics
First Run Interfaces
Various components are essential for execution of a successful system cutover
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Cutover Approach
1. Highly Orchestrated & Coordinated Execution• Create a comprehensive Cutover Plan, in conjunction with
Cutover representatives from all Teams, which will be utilized to execute the Mock Cutovers as well as the Cutover
• Conduct 2 practice runs prior to ‘Go-Live’ Cutover weekend to validate the cutover plan• Mock Cutover 1: [Enter Start Date] (Two and half weeks in
duration)• Mock Cutover 2: [Enter Start Date] (Two and half weeks in
duration)• Modify the Cutover Plan based on inputs from Integration
Testing, Stress Testing, Business Readiness Testing and Dress Rehearsal findings
• Coordinate with Stress Testing, Business Readiness Testing, Site Readiness and Go-Live support to ensure consistent timelines, dependencies, entrance and exit criteria
The overall cutover approach employs 4 primary principles…
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Cutover Approach (continued)
2. Centrally Managed• Cutover manager, in conjunction with the additional Cutover Core
Team members and Integration Manager, will oversee the execution of every step in the cutover plan
• Support provided by Cutover coordinators & Cutover Execution Team
3. Single Production Cutover• Migrate Master Data in as short time as possible, as close to
Cutover weekend as possible• Provide tools and processes to synchronize master data (deltas) as
necessary • Migrate open transactional data over Go-Live cutover weekend
4. Backup/Restore System Preparation• Test the back-up and restore of the production environment
during Dress rehearsal-2• Create production environment for actual Production Cutover by
restoring from Dress Rehearsal backup, applying any necessary delta transports and performing all manual configuration
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Client Deployment
Mock Cutover 1
Mock Cutover 1
• [Test site] is built as a copy of [Prod site]
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over
• [Prod site] is rebuilt by restoring the back-up taken during DR-2 build
• Put in the incremental system build
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over
Mock Cutover2
Mock Cutover2
Production Cutover
Production Cutover
• [Prod site] is built for the first time
• Take a back up and restore the back-up to test restore works
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over
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Executing Production Cutover Tasks
Execute Permit to Run Progress /
Issues Complete
Process
• Report to the Cutover command center (Tel #) to assess readiness to Enterprise task
• Review predecessor / successor dependencies
• Review turnover documentation for completeness and quality
Notes
• Enterprise cutover task once you’ve received approval
• Attend daily meeting• Validate resource requirements
• Daily meeting is to review status (task scheduled to be completed is not complete, etc)
• Update Cutover Room (Tel#) on progress and
delays• Log issues/bugs in Mercury TD
• When logging issues in TD use the
“conversion/cutover” category• These issues are reviewed in daily meeting
• Update Cutover Room (Tel#) when task ends.
• Details required; actual duration,
effort of task, Enterprise and end dates
• If Cutover Coordinators are not in room update workplan status on wall
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Key Final Cutover Deliverables4
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Key Final Cutover Deliverables
Cutover Plan (MS Project Plan)
Business Transaction Freeze
Document (excel)
I nterim Business Process Document
(excel)
Site Coordinators Checklist
Legacy System Coordinators List
(excel)
Integrated system and business transition activities by threads:Infrastructure/system buildData conversionLegacy systemsSecurityBusiness/System activities by functional area Accountable: Cutover Team
List of system cutover data (master and transactional), associated business transactions and freeze dates Accountable:Cutover Team
Interim business process activities to be executed during cutover period Accountable: Functional Area Cutover Leads
Integrated system and business activities to be executed during cutover period at sites(Excel template) Accountable: Site Readiness Team
List of legacy system activities (Excel template – similar to site coordinators checklist)Accountable: Deployment Team
1 2
3 4
4
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Business Transaction Freeze Template
Use this template to track all frequent business transactions that will require a freeze prior to production
1
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Cutover Plan Template2
The cutover workplan will provide a detailed minute by minute, step by step account of all activities involved with the production cutover
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Interim Business Process Template
Task ID Task Details Transaction Volume(volumne by period to estimate resource requirements)
Inputs (Information inputs required for carrying out tasks)
Outputs(Information outputs captured from the task)
Information Capture(Manual Entry: Provide link or embed formsSystem Capture: Provide Transaction code)
Associated Risks & Contingency Plan(Outline risks with external and internal impacts involving process, people, or systemsProvide link or reference to contingency plan)
1.1 During Inventory, extracts a snapshot of catalyst system at that in time is uploaded to Production
N/A Inventory snapshot from catalyst
Inventory updates in Production
Enabled by conversion program
Accuracy of inventory snapshot from catalyst at that point in time
Corruption of data extracts
1.2 Production bopping is stopped in this period and changes from Production is not updated in catalyst
N/A N/A N/A N/A N/A
3
Use this template to track the interim steps for execution of tasks/processes/ transactions between the time they are frozen and final production cutover
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Site/Legacy System Coordinators Checklist4
Use this template to identify and track detailed tasks necessary for site and legacy system preparation
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Cutover Schedule5
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Overall Cutover Timeline
Oct Dec Jan9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22
Nov
BRT BRT
- Preparation
- Execution
Production CutoverProduction Cutover
- Planning
Final Go/No-Go Decision
MC-1 Complete
Draft Cutover PlanDraft Cutover Plan
Revise PlanRevise Plan
Cutover Strategy Finalized
Cutover PlanningCutover Planning
Mock Cutover - 1Mock Cutover - 1
Cutover & Dress RehearsalsCutover & Dress Rehearsals
Feb29 5 12
Mock Cutover - 2Mock Cutover - 2
MC-1 Plan Finalized
MC-2 Plan Finalized
Confirm PlanConfirm Plan
Production Cutover Plan Finalized
MC-2 Complete
Stress TestStress Test
- Parallel Activities
Price testPrice test
IT2 (EQ1-120)IT2 (EQ1-120) IT3 (EQ1-110)IT3 (EQ1-110)
GoLiv
eEQ1-110EQ1-110EP1-100EP1-100EP1-100EP1-100
EQ1-120EQ1-120EQ1-140EQ1-140EQ1-140EQ1-140
The schedule provides key milestones from cutover planning to execution
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Production Cutover Timeline
Production BuildProduction Build
Restore from
Backup
Apply Transport
Deltas
Validate system
PRD system
ready
Data ExtractsData Extracts
Master Data LoadsMaster Data Loads
Delta LoadsDelta LoadsPre-Data Load ActivitiesPre-Data Load Activities Post-Data Load ActivitiesPost-Data Load Activities
+ 2 Weeks (1/15)+3 Weeks (1/8) + 1 Weeks (1/22) + 1 Week (1/29) + 3 WeeksFriday – Sunday (1/26-1/28)
Final Go/No-GoDecision
Trans. Data LoadsTrans. Data Loads
Build Production System using restore, backup method (see above) Finalize legacy data extracts and preparation; ensure cleansing is
completed Perform all pre-data load activities including configurations, moving
transports, custom tables Begin capturing delta processing transactions for identified delta
processing areas Convert all master data (Materials, Customers, Employee, Vendors, etc)
Legacy system ‘lockdown’ at pre-designated time at the Enterpriset of Cutover weekend
Transactional data extracts Transactional data loads to new
Enterprise system Execute automated delta loads and
enter manual ‘catch up’ transactions Validate all loads to confirm go/no-go Reconciliations/Report runs Execute Enterpriset-up procedures Periodic go/no-go decision points Coordinate sequence and execution
of relevant Site Readiness Activities
Go-Live support processes fully operational
Week 1 batch processes, manual reports
Monitor system infrastructure performance
Pre-Cutover Weekend Activities Cutover Weekend Activities Post-Cutover Activities
Post-Cutover WeekendPost-Cutover WeekendCutover WeekendCutover WeekendPre-Cutover WeekendPre-Cutover Weekend
Transactional Data ExtractsDelta ExtractsInitial data Extracts
The schedule provides key milestones and activities related to pre-cutover through cutover
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Entrance and Exit Criteria6
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Cutover Entrance Criteria
Entrance Criteria• A checkpoint will be conducted prior to the implementation of
the each Mock Cutover and production cut-over to measure
adherence with Entrance Criteria• Entrance and Exit Criteria will be aligned with criteria for
Business Readiness Testing and Stress Testing to ensure smooth
transition between Critical Path items
Entrance Criteria
Condition DescriptionMock
Cutover 1Mock
Cutover 2Cutover
1 Integration Test Cycle 2 completed and exit criteria satisfied
X X
2 Integration Test Cycle 3 completed and exit criteria satisfied
X X
3 All data load conversion programs built and tested X X X
4 All go-live related data cleansed and tested X X
5 Draft Cutover Plan complete X X X
6 Stress Test & Tuning completed with all exit criteria satisfied
X X
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Cutover Entrance Criteria (continued)
Entrance Criteria
Condition DescriptionMock
Cutover 1Mock
Cutover 2Cutover
7 Testing completed with all exit criteria satisfied X
8 UAT completed with all exit criteria satisfied X
9 All mock cutover/cutover resources identified X X X
10 Internal and external communication plans completed
X
11 Production Environment Built X X
12 Final Cutover Plan complete X
13 Site Readiness plan on track to be completed by go-live
X
14 Draft Go-Live Support plan in place (resources involved in Business Readiness Testing)
X X
15 Final Go-Live Support plan in place X
16 End User Training plan on track to be completed by go-live
X
17 All Data Validation plans completed X X X
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Cutover Exit Criteria
Exit Criteria• A checkpoint will be conducted following the completion of each
Mock Cutover to measure adherence with Exit Criteria• Entrance and Exit Criteria will be aligned with criteria for
Integration Test and UAT and stress Testing to ensure smooth
transition between Critical Path items
Exit Criteria
Condition DescriptionMock
Cutover 1Mock
Cutover 2Cutover
1 Dress rehearsal completed in anticipated time window or optimization areas identified
X X
2 All necessary cutover steps identified and properly sequenced
X X
3 All failures/issues thoroughly documented, all programming, tuning & defects resolved or resolution identified
X
4 All necessary information gathered to revise Final Cutover Plan
X
5 Data validation plans successfully executed X X
6 Sign-off received at Cutover Go/No-Go checkpoint X
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Organization and Roles & Responsibilities
7
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Cutover Resource Planning Requirements
Team Role Total Name Duration % Util
Core Team Cutover Lead 1
Cutover Lead (Central) 1
Planner 1
Legacy Decommissioning 1
Cutover Coordinators
Infrastructure 1
BW 1
EDI 1
Development 1
Legacy/Web Methods 1
OTI-OM 1
OTI-Pricing 1
OTI-Logistics 1
OTI-Art Tracking 1
ITC 1
Security 1
BEST 1
ADESSO 1
XI 2
Master Data 1
Execution TeamTBD on a team by team basis
Functional, Technical, MD
teams
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Cutover Team Organization
RP&A Project TeamRP&A Project
LeadershipRP&A Project
Leadership
Cutover Execution Team
Master data teamMaster data team
Cutover Coordinators
Cutover Core Team
DataData
LegacyLegacy DevDev
EDIEDI
InfraInfra
SecuritySecurity
OTI-OMOTI-OM OTI-Pricing
OTI-Pricing
OTI-Logistics
OTI-Logistics
ITCITC XIXIADESSOADESSOBESTBEST
Cutover LeadCutover Lead Cutover Support Team
Cutover Support Team
Functional TeamsFunctional TeamsTechnical TeamsTechnical Teams
OTI-Art TrackingOTI-Art
Tracking
Site Readiness
Lead
Site Readiness
Lead
Site Coordinator
Site Coordinator
Site Coordinator
Site Coordinator
Site Coordinator
Site Coordinator
Site Coordinator
Site Coordinator
Update with team organization chart
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Roles & Responsibilities (1)
Cutover Core Team• Responsible for the overall planning and
coordination of the Cutover Plan• Secure resources needed to plan, prepare and
execute the Mock Cutover and Cutover• Manage and control the execution of all Cutover
and Mock Cutover tasks• Coordinate issue resolution with Cutover
coordinators• Work with project leadership to ensure critical
issues and barriers are resolved in a timely manner• Coordinate with Integration Testing/UAT and stress
testing to ensure alignment with entrance and exit criteria
• Work with Cutover coordinators to assess potential impacts to timeline based on any issues that arise
• Communicate Cutover status to Project Leadership • Control all Cutover and Mock Cutover activities
STAR Project TeamSTAR Project Leadership
Cutover Execution Team
Master data team
Cutover Coordinators
Cutover Core Team
Data
Legacy Dev
EDI
Infra
Security
OTI-OMOTI-
PricingOTI-
Logistics
ITC ?????????
Cutover Manager
Cutover Support Team
Functional TeamsTechnical Teams
Integration Mgr
OTI-Art Tracking
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Roles & Responsibilities (2)
Cutover Coordinators• Act as point person to facilitate the cutover plan
activities within a given team• Primary point person to communicate issues/error
status updates• Liaise with Cutover Execution Team to facilitate the
creation of the comprehensive Cutover Plan• Ensure that actual task durations are recorded and
communicated back to the Cutover Core Team on a timely basis
• Provide “immediate call back” service level• Recognize issues/errors and assign Cutover
Execution Team resources to facilitate resolution• Ensure that all issues/errors are recorded and all
critical issues reported to the Cutover Core Team• Coordinate issue resolution with the Cutover Core
Team• Work with the Cutover Core team to assess
potential impacts to the timeline based on remaining tasks
STAR Project TeamSTAR Project Leadership
Cutover Execution Team
Master data team
Cutover Coordinators
Cutover Core Team
Data
Legacy Dev
EDI
Infra
Security
OTI-OMOTI-
PricingOTI-
Logistics
ITC ?????????
Cutover Manager
Cutover Support Team
Functional TeamsTechnical Teams
Integration Mgr
OTI-Art Tracking
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Roles & Responsibilities (3)
Cutover Execution Team• Execute assigned Cutover Plan tasks as directed
by the Cutover coordinators in conjunction with the Core Team
• Provide “immediate call back” service level• Record actual task durations (start and stop times)• Work with the Cutover coordinators to identify
cutover tasks to build the overall cutover plan• Review and identify any possible changes required
to the Cutover Plan tasks and dependencies• Communicate information back to the Cutover
coordinators and Core Team on a timely basis• Document all issues/errors• Escalate all “critical” issues to the Cutover Core
Team and/or the appropriate Cutover coordinator• Work with the Cutover Core Team and the Cutover
coordinators to assess any potential impacts to the overall timeline
• Ensure timely resolution of assigned issues and provide a timely status update of all issues
STAR Project TeamSTAR Project Leadership
Cutover Execution Team
Master data team
Cutover Coordinators
Cutover Core Team
Data
Legacy Dev
EDI
Infra
Security
OTI-OMOTI-
PricingOTI-
Logistics
ITC ?????????
Cutover Manager
Cutover Support Team
Functional TeamsTechnical Teams
Integration Mgr
OTI-Art Tracking
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Cutover Team Contacts
Name Role Office Phone Mobile Phone Email
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Cross Team Coordination
• Coordination with Business/Departmental Readiness Testing• Collaboration through periodic meetings• Synching of entrance and exit criteria• Communication and synching of project plans
• Coordination with Stress Testing• Collaboration through periodic meetings• Synching of entrance and exit criteria• Communication and synching of project plans
• Coordination with Site Readiness• Consolidation of project plan during the last 2 weeks prior to
Cutover• Communication and synching of project plans
• Coordination with Go-Live Support• Go-live support involvement in Mock Cutover and Cutover• Command center will be set up and run for Mock Cutover• Communication and synching of project plans • Synching of entrance and exit criteria• Virtual ‘merging’ of Cutover and Go-Live Support teams during
cutover (function as a single team)
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Next Steps & Contact8
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Next Steps – Cutover Plan
# Task Status
1 Assemble the Cutover Core Team and Cutover coordinators
2 Solicit preliminary cutover task list from each of the Cutover Support Team representatives
enter [date] or []
3 Kickoff Meeting with Cutover coordinators enter [date] or []
4 Build Draft Cutover Plan enter [date] or []
5 Conduct Cross Team review of Draft Cutover Plan
6 Complete Draft Cutover plan in preparation for Mock Cutover - 1
7 Execute Cutover Mock Cutover - 1 enter [date] or []
8 Update plan based on the experiences/findings during Cutover Trial Run enter [date] or []
9 Conduct Cross-Team review of draft Mock Cutover plan enter [date] or []
10 Complete Draft Cutover plan in preparation for Mock Cutover - 2 enter [date] or []
11 Execute Mock Cutover - 2 enter [date] or []
12 Update plan based on the experiences/findings during Mock Cutover - 2 enter [date] or []
13 Conduct Cross Team review of Final Cutover Plan
14 Finalize Mock Cutover Plan in preparation for Production Cutover enter [date] or []
15 Execute Production Cutover enter [date] or []
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Contact InformationFor additional information on this process, please contact…
Contact Name
Email Phone
Primary Fname Lname 773-999-9999
Secondary
Fname Lname 773-999-9999