Cutover Plan Template

Cutover Plan
owner:
start date:
end date:
Duration in Planned Planned

Task Owner Dependency hours Start Date End Date Status Signoff
Getting started
1) Prepare for Cutover
Finalize cutover plan and checklists
Communicate plan to cutover team
Communicate cutover timeline to the organization
Communicate go-live timeline to customers and vendors as appropriate

Plan and perform physical inventory
Implement configuration management plan
2) Prepare Production Environment
Install production servers
Install the operation system and networking software
Connect the servers to the network
Create user accounts on the servers
Configure the file system on the servers
Configure printer drivers
Install the user machines and connect them to the network
Install the database on the database servers
Install the application servers
Configure the standard applications database objects
Create the custom database objects
Install the system management tools
Install printers and other peripheral devices
Secure access to the production environment
3) Prepare User Learning Environment
See EUT Plan for details
4) Set Up Applications
Set up the application users in the new system
Set up and compile the key flexfields
Enter the application setups
Load the initial setup data
Implement the security configuration
Register the application objects
Setup and compile the descriptive flexfields
EI Toolkit
Document version 1.0, June 2002 1 of 12
Last validated: June 2004
Enter or load custom seed data
Verify the online operation of the applications
Verify batch operation of the operations
Back up the production system
5) Install Conversion Programs
Install conversion programs and automated conversion tool software (if
used)
List the location of each conversion program in the production
environment
List the location of any conversion tools in the production environment

6) Finalize System Administration
Ensure backups are running correctly
Ensure daily procedures in place
Ensure db has been allocated sufficiently
7) Define Cutover Contingency Plan
Define contingency strategy
Determine contingency support staff
Determine contingency project team
Define users/management procedures
8) Implement Production Support Infrastructure
See Help Desk Plan for details
9) Conduct User Learning Events
See Help Desk Plan for details
10) Perform Acceptance Test
Review responsibilities for the acceptance test with the team
Back up the production environment for later availability
Validate the acceptance test environment
Execute the acceptance test script
Document the results
Determine required actions for problem resolution
Make recommendations for application changes or corrections based on
acceptance testing
Secure acceptance of acceptance test results
Final Cutover
1) System and Network administration
Shut down legacy systems at appropriate time
Verify Printing/Faxing is working
Verify user Printing/Faxing defaults are set up
Ensure all network communications are in place
EI Toolkit
Ensure external access to system available
Ensure remote printers/services are available
2) Convert and Verify Data
Verify legacy pre-conversion data cleanup has been completed
Describe the data conversion sequence
Sequence download programs
Sequence of interface table creation programs
Sequence upload programs
Sequence translation programs
Sequence interface/validation programs
Run the conversions (see Cutover Conversion Plan)
Enter manual conversions (see CutoverConversion Plan)
Verify the converted data (see Cutover Conversion Plan)
Secure acceptance that the converted and verified data meets century
date compliance standards.
3) Verify Production Readiness
Review the production readiness verification checklist
Conduct production readiness verification
Confirm the production cutover
Prepare the support team
Obtain agreement for the initial production schedule
Verify that users are trained
Verify commitment and readiness of internal and external support
personnel
Verify the completion of the production environment
Confirm senior management commitment via the steering committee

Distribute the initial production schedule
Obtain approval for beginning production
4) Begin Production
Initiate using the production system
Initiate incident/technical issue management procedures
Initiate open issues and create a resolution list
Initiate support
Confirm that all components of the production system are operational

Declare the new system live
EI Toolkit
Others involved
EI Toolkit
Others involved
EI Toolkit
Others involved
EI Toolkit
Final Cutover Checklist Owner Signoff Date
Process Acceptance Complete
GL
Integration Testing complete PROJECT MANAGERS TO REVIEW AND CONFIRM · Final user ac
End user training complete THIS CHECKLIST. IT WILL THEN BE DUPLICATED FOR · Shutdown co
Procedures documents complete EACH AREA. · Conversion v
Documentation distributed · Equipment v
Equipment ready · Communicat
User accounts verified · Technical ve
Conversions verified
Manual conversions complete
Communications established
Final system test accepted
Help desk established Final signoff
Legacy systems and input stopped
Final signoff
AR
Integration Testing complete
End user training complete
Procedures documents complete
Documentation distributed
Equipment ready
User accounts verified
Help desk established
Final signoff
AR Order Fulfillment
Integration Testing complete
End user training complete
Procedures documents complete
Documentation distributed
Equipment ready
User accounts verified
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Help desk established
Final signoff
Contract Management
Funds Management
Inventory Management
Formula Management
Quality Management THIS SECTION TO BE COMPLETED
Production / POC SIMILAR TO THOSE ABOVE ONCE ALL
Cost STEPS FOR EACH AREA ARE CONFIRMED BY PMs
Order Fulfillment
MRP / MPS
Budgets
Accounts Payable
Purchasing
Fixed Assets
Inventory Management / Stores
Grants
AR (Grants & Endowment)
Projects (CPS)
Business Shutdown Complete

Shipments THIS SECTION TO BE COMPLETED
A/P payments FROM DETAILS PROVIDED BY EACH AREA
A/R cash applied ON THE CUTOVER PLANNING WORKSHEET
Production/ Inventory Reported
etc
etc
etc
Data Conversion
see Cutover Conversion Plan for detail
Equipment Set Up
System installed
System set up
Printers / faxes operational
Communications
Team members informed of Go / No-Go decision
Team members ready to GO
Help desk functioning
Issue tracking operational
Software vendor hot line aware of Go Live
Technical
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Sufficient disk space
Sufficient memory
Production system verified
Legacy systems secured or shut off
Management signoff
SI Project Management
Client Project Manager
Client Program Manager
ABC Sponsors
ABC Sponsors
ABC Sponsors
ABC Sponsors
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· Final user acceptance
· Shutdown complete
· Conversion verification
· Equipment verification
· Communications set up
· Technical verification
Final signoff
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Cutover Team and Contact Information
Role Function
Program Manager - Provides management support - decisions, resources, direction
Project Manager - Organizes detailed transition
Cutover Owner - Leads the execution of the cutover plan
Migration Team Member - Execute the detailed tasks
Technical Team Member - Implement production environment and performs data conversions
Validation Team Member - Responsible for final validation of prod'n environment just before go live
Role Name Hours Phone # Email Beeper # Location

Program Manager
Project Manager
Cutover Owner
GL Migration Team
GL Validation Team
GL Technical Team
AR Migration Team
AR Validation Team
AR Technical Team
XX Migration Team
XX Validation Team
XX Technical Team
Technical Team Member
Technical Team Member
Others:
Role Name Hours Phone # Email Beeper # Location

Executive
Project Sponsor
Project Sponsor
Project Sponsor
Project Sponsor
HR Manager
EUT Owner
Help Desk Owner
(see also HD contacts)
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Cutover Issue Log
Target
Date Impact/ Completion Current Completion
Issue # Initiator Opened Summary Description Importance Type Owner Date Status Date Resolution
1
2
3
4
5
….
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Cutover Plan Template

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Cutover Plan

Duration in Planned Planned

Communicate go-live timeline to customers and vendors as appropriate

List the location of any conversion tools in the production environment

Confirm senior management commitment via the steering committee

Confirm that all components of the production system are operational

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Business Shutdown Complete

03/21/2024 11:01:30 737345263.xlsx 8 of 12

03/21/2024 11:01:30 737345263.xlsx 9 of 12

03/21/2024 11:01:30 737345263.xlsx 10 of 12

Role Name Hours Phone # Email Beeper # Location

Role Name Hours Phone # Email Beeper # Location

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03/21/2024 11:01:30 737345263.xlsx 12 of 12

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