ITPD
PRODUCTION CUTOVER STRATEGY
February 12, 2009
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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1
Definition
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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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2
Cutover Overview & Objectives
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Cutover Management Overview
Project Command Center
• 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
Cut-over
Team
Site
Readiness
Team
Site readiness
activities
• Run status meetings
• Maintains Contact List
Master
Data team
Functional
Teams
Cut-over activities
6
Technical
Team
Go-live
Support
Team
Go-live
activities
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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 GoLive Cutover Plan
• To practice the Data Conversion Plan
and understand the timings of all data
loads
Deployment
Site
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.
Cutover
Creating and
executing a
cutover plan to
build the
production
system and
carry out all
conversion
activities for
Go Live.
Go-Live
Support
End User
Training
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.
Change
Helping
employees
and
managers
transition to
new roles.
Communications
Delivering
messages
about
production
system
deployment
activities.
• To validate the overall Production
environment
Ultimately, we need to ensure we have a comprehensive step-by-step plan to ensure our success in
smoothly migrating to the new Production system
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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
Deployment
Site
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.
Cutover
Creating and
executing a
cutover plan to
build the
production
system and
carry out all
conversion
activities for
Go Live.
Go-Live
Support
End User
Training
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.
Change
Helping
employees
and
managers
transition to
new roles.
Communications
Delivering
messages
about
production
system
deployment
activities.
• Execution of the Cutover Plan
within the established timeframe
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3
Cutover Components and Approach
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Cutover Plan Components
Various components are essential for execution of a successful system cutover
Activities performed in the sites to ensure business
preparation for go-live.
Site Readiness Checklist Activities
Go / No-Go
Process performed at periodic checkpoints to ensure
completion of all critical tasks prior to go live
Production Build
Activities to build the technical environment including
infrastructure build, configuration & security
Manual configuration
Configuration that cannot be transported and needs to
be done manually in the system e. g. Number ranges
Master Data and Historical Data Conversions
Master data and Historical data brought from existing
systems to Production e.g. Customer Master.
Open Transaction Data Conversions
Transactional data brought from existing systems to
Production e.g. Open Orders.
First Run Interfaces
Steps required to perform interfaces which are being
run for the first time.
Production Support Strategy
Setup of stabilization and ongoing Production Support
processes & procedures
System Decommission
Activities to “turn-off” systems being replaced by new
Production system.
Activities to monitor/track performance across key
baseline metric readings and target measures
Production Metrics
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Cutover Approach
The overall cutover approach employs 4 primary principles…
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
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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
• [Test site] is built as a copy of [Prod site]
Mock Cutover
1
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over
• [Prod site] is built for the first time
Mock Cutover
2
• Take a back up and restore the back-up to test restore works
• 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
Production
Cutover
• Put in the incremental system build
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over
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Executing Production Cutover Tasks
Permit to Run
Process
Progress
/ Issues
Execute
• Report to the Cutover
command center (Tel
#) to assess readiness to
Enterprise task
• Enterprise cutover task
once you’ve received
approval
• Update Cutover
Room (Tel#) on
progress and delays
• Update Cutover
Room (Tel#) when
task ends.
• Attend daily meeting
• Review predecessor /
successor dependencies
• Validate resource
requirements
• Log issues/bugs in
Mercury TD
• Details required;
actual duration, effort
of task, Enterprise
and end dates
• When logging issues
in TD use the
“conversion/cutover”
category
• These issues are
reviewed in daily
meeting
• If Cutover
Coordinators are not
in room update
workplan status on
wall
• Review turnover
documentation for
completeness and
quality
Notes
Complete
• Daily meeting is to
review status (task
scheduled to be
completed is not
complete, etc)
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4
Key Final Cutover Deliverables
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Key Final Cutover Deliverables
List of system 1
Business
cutover data
Transaction Freeze
(master and
Document
transactional),
(excel)
associated
business
transactions and
freeze dates
Accountable:
Cutover Team
2
3
Cutover Plan
(MS Project Plan)
Integrated system and business transition
activities by threads:
Infrastructure/system build
Data conversion
Legacy systems
Security
Business/System activities by functional area
Accountable: Cutover Team
Interim Business
Process Document
(excel)
Interim business
process activities to be
executed during cutover
period
Accountable:
Functional Area Cutover
Leads
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4
Site Coordinators
Checklist
4 Legacy System
Coordinators List
(excel)
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
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1
Business Transaction Freeze Template
Use this template to track all frequent business transactions that will require a
freeze prior to production
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2
Cutover Plan Template
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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3
Interim Business Process Template
Use this template to track the interim steps for execution of tasks/processes/
transactions between the time they are frozen and final production cutover
Task ID
Task Details
Transaction
Volume
(volumne by
period to
estimate
resource
requirements)
1.1
1.2
During Inventory,
extracts a
snapshot of
catalyst system at
that in time is
uploaded to
Production
N/A
Production
bopping is stopped
in this period and
changes from
Production is not
updated in catalyst
N/A
Inputs
Outputs
(Information
inputs required
for carrying out
tasks)
(Information
outputs captured
from the task)
Inventory
snapshot from
catalyst
Inventory
updates in
Production
Information
Capture
Associated Risks &
Contingency Plan
(Manual Entry:
Provide link or
embed forms
System Capture:
Provide
Transaction code)
(Outline risks with external and
internal impacts involving
process, people, or systems
Provide link or reference to
contingency plan)
Enabled by
conversion
program
Accuracy of inventory
snapshot from catalyst at that
point in time
Corruption of data extracts
N/A
N/A
19
N/A
N/A
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4
Site/Legacy System Coordinators Checklist
Use this template to identify and track detailed tasks necessary for site and legacy
system preparation
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5
Cutover Schedule
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Overall Cutover Timeline
The schedule provides key milestones from cutover planning to execution
Oct
9
16
23
Nov
6
30
13
20
Dec
27
4
11
18
Jan
25
1
8
15
22
Feb
29
5
12
Cutover & Dress Rehearsals
- Planning
Cutover Planning
- Preparation
Cutover Strategy Finalized
Draft Cutover Plan
MC-1 Plan Finalized
Confirm Plan
Revise Plan
MC-2 Plan Finalized
Production Cutover Plan Finalized
- Execution
Mock Cutover - 1
EQ1-110
Production Cutover
Mock Cutover - 2
MC-1 Complete
EP1-100
MC-2
Complete
EP1-100
G
o
Liv
e
Final
Go/NoGo Decision
- Parallel Activities
IT3 (EQ1-110)
IT2 (EQ1-120)
Stress Test
Price test
EQ1-140
EQ1-140
BRT
EQ1-120
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Production Cutover Timeline
The schedule provides key milestones and activities related to pre-cutover through
cutover
Pre-Cutover Weekend
+3 Weeks (1/8)
+ 2 Weeks (1/15)
Post-Cutover Weekend
Cutover Weekend
+ 1 Weeks (1/22)
Friday – Sunday (1/26-1/28)
+ 1 Week (1/29)
+ 3 Weeks
Production Build
Restore
Apply
fromTransport
Backup Deltas
Validate
system
PRD
system
ready
Data Extracts
Delta Extracts
Initial data Extracts
Transactional Data Extracts
Master Data Loads
Trans. Data Loads
Delta Loads
Pre-Data Load Activities
Cutover Weekend Activities
Pre-Cutover Weekend Activities
 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)
Post-Data Load Activities
 Legacy system ‘lockdown’ at pre-
Final Go/No-Go
Decision
Post-Cutover Activities
 Go-Live support processes
fully operational
designated time at the Enterpriset of
 Week 1 batch processes,
Cutover weekend
manual reports
 Transactional data extracts
 Monitor system infrastructure
 Transactional data loads to new
performance
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
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6
Entrance and Exit Criteria
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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
Mock
Cutover 1
Description
Mock
Cutover 2
Cutover
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
4
All go-live related data cleansed and tested
X
X
5
Draft Cutover Plan complete
X
X
6
Stress Test & Tuning completed with all exit criteria
satisfied
X
X
X
X
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Cutover Entrance Criteria (continued)
Entrance Criteria
Condition
Mock
Cutover 1
Description
Mock
Cutover 2
Cutover
7
Testing completed with all exit criteria satisfied
X
8
UAT completed with all exit criteria satisfied
9
All mock cutover/cutover resources identified
10
Internal and external communication plans completed
11
Production Environment Built
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)
15
Final Go-Live Support plan in place
X
16
End User Training plan on track to be completed by golive
X
17
All Data Validation plans completed
X
X
X
X
X
X
X
26
X
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
Description
Mock
Cutover 1
Mock
Cutover 2
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
6
Sign-off received at Cutover Go/No-Go checkpoint
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Cutover
X
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7
Organization and Roles & Responsibilities
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Cutover Resource Planning Requirements
Team
Core Team
Cutover
Coordinators
Execution Team
Role
Total
Cutover Lead
1
Cutover Lead (Central)
1
Planner
1
Legacy Decommissioning
1
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
TBD on a team by team
basis
Name
Duration
% Util
Functional,
Technical, MD
teams
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Cutover Team Organization
RP&A Project Team
RP&A Project
Leadership
Cutover Core Team
Cutover Lead
Cutover Support
Team
Site
Readiness
Lead
Update with team organization chart
Cutover Coordinators
Legacy
Dev
Infra
OTI-OM
OTIPricing
Data
Security
EDI
ITC
BEST
OTILogistics
OTI-Art
Tracking
ADESSO
XI
Site
Coordinator
Site
Coordinator
Site
Coordinator
Cutover Execution Team
Master data team
Technical Teams
Functional Teams
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Site
Coordinator
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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
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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
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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
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Cutover Team Contacts
Name
Role
Office Phone
34
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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8
Next Steps & Contact
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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 []
37

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Contact Information
For additional information on this process, please contact…
Contact Name
Email
Phone
Primary
Fname Lname
773-999-9999
Secondary
Fname Lname
773-999-9999
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