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
Run status meetings
Team
Maintains Contact List

Site Master Functional Technical Go-live

Readiness Data team Teams Team Support
Team Team

Site readiness Cut-over activities Go-live

activities activities

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 Mock Cutover Objectives
Objectives of Mock Cutover
To exercise/practice the full Go-Live Deployment
Cutover plan in the production
environment
To involve everyone in the cut-over to Site
Readiness
Cutover
Go-Live
Support
End User
Training
Change Communications

PRACTICE and confirm the time

required to execute the cut-over.
Preparing Creating and Supporting Training Helping Delivering
individual sites executing a end-users employees employees messages
for cutover to cutover plan to after the and and about
production by build the production managers on managers production
To discover and resolve issues focusing on
people, process,
production
system and
system goes
live.
the new
production
transition to
new roles.
system
deployment

(technical, operational or logistical) and technology

readiness.
carry out all
conversion
Includes
details such
system. activities.

and incorporate into the overall Go- Involving people activities for as Help Desk
from outside of Go Live. and crisis
management
Live Cutover Plan
the core project
team to complete
readiness
activities.
To practice the Data Conversion Plan
and understand the timings of all data
loads
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 Deployment
the Legacy systems to the new
Production system
A successful cutover is achieved Site
Readiness
Cutover
Go-Live
Support
End User
Training
Change Communications

through: Preparing Creating and Supporting Training Helping Delivering

individual sites executing a end-users employees employees messages

Execution of the Go-Live Cutover for cutover to

production by
cutover plan to
build the
after the
production
and
managers on
and
managers
about
production
focusing on production system goes the new transition to system
plan in the Production people, process,
and technology
system and
carry out all
live.
Includes
production
system.
new roles. deployment
activities.
environment with minimal impact readiness.
Involving people
conversion
activities for
details such
as Help Desk

to daily business activity from outside of

the core project
Go Live. and crisis
management
team to complete

Coordination with several key readiness

activities.

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

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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
Site Readiness Checklist Activities
Go / No-Go
Production Build
Manual configuration
Master Data and Historical Data Conversions
Open Transaction Data Conversions
First Run Interfaces
Production Support Strategy
System Decommission
Production Metrics
10
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.
Steps required to perform interfaces which are being
run for the first time.
Setup of stabilization and ongoing Production Support
processes & procedures
Activities to turn-off systems being replaced by new
Production system.
Activities to monitor/track performance across key
baseline metric readings and target measures
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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 Apply Manual configuration
1
Perform the data loads
Execute the cut-over

[Prod site] is built for the first time

Mock Cutover Take a back up and restore the back-up to test restore works
2 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 Put in the incremental system build
Cutover Apply Manual configuration
Perform the data loads
Execute the cut-over

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 Executing Production Cutover Tasks

Permit to Run Progress

Execute Complete
/ Issues

Report to the Cutover Enterprise cutover task Update Cutover Update Cutover
command center (Tel once youve received Room (Tel#) on Room (Tel#) when
Process #) to assess readiness to approval progress and delays task ends.
Enterprise task Attend daily meeting Log issues/bugs in Details required;
Review predecessor / Validate resource Mercury TD actual duration, effort
successor dependencies requirements of task, Enterprise
Review turnover and end dates
documentation for
completeness and
quality

Notes Daily meeting is to When logging issues If Cutover

review status (task in TD use the Coordinators are not
scheduled to be conversion/cutover in room update
completed is not category workplan status on
complete, etc) These issues are wall
reviewed in daily
meeting

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4 Key Final Cutover Deliverables

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 Key Final Cutover Deliverables
Integrated system and business transition
activities by threads:
Infrastructure/system build
Data conversion
Legacy systems
List of system 1 Security
cutover data
Business 2 Business/System activities by functional area
Transaction Freeze Cutover Plan
(master and Accountable: Cutover Team
Document (MS Project Plan)
transactional), (excel)
associated
business
transactions and
freeze dates
Accountable: 3 4
Cutover Team Interim Business Integrated system and
Site Coordinators business activities to be
Process Document
Checklist
(excel) executed during cutover
period at sites
(Excel template)
Accountable:
Interim business Site Readiness Team
process activities to be
executed during cutover
period
Accountable: 4 Legacy System List of legacy system
Functional Area Cutover Coordinators List activities (Excel
Leads (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 Inputs Outputs Information Associated Risks &
Volume (Information (Information Capture Contingency Plan
(volumne by inputs required outputs captured (Manual Entry: (Outline risks with external and
period to for carrying out from the task) Provide link or internal impacts involving
estimate tasks) embed forms process, people, or systems
resource System Capture: Provide link or reference to
requirements) Provide contingency plan)
Transaction code)

1.1 During Inventory, N/A Inventory Inventory Enabled by Accuracy of inventory

extracts a snapshot from updates in conversion snapshot from catalyst at that
snapshot of catalyst Production program point in time
catalyst system at
that in time is
uploaded to Corruption of data extracts
Production

1.2 Production N/A N/A N/A N/A N/A

bopping is stopped
in this period and
changes from
Production is not
updated in catalyst

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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 Nov Dec Jan Feb

9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22 29 5 12

- Planning Cutover & Dress Rehearsals

Cutover Planning

- Preparation

Cutover Strategy Finalized

Draft Cutover Plan

MC-1 Plan Finalized

Revise Plan Confirm Plan

MC-2 Plan Finalized Production Cutover Plan Finalized

- Execution

Mock Cutover - 1 G
MC-1 Complete Mock Cutover - 2 Production Cutover o
EQ1-110 MC-2 Liv
EP1-100 Complete EP1-100 e
Final Go/No-
Go Decision

- Parallel Activities

IT2 (EQ1-120) IT3 (EQ1-110)

BRT
Stress Test Price test EQ1-120
EQ1-140 EQ1-140

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 Production Cutover Timeline
The schedule provides key milestones and activities related to pre-cutover through
cutover
Pre-Cutover Weekend Post-Cutover Weekend
Cutover Weekend
+3 Weeks (1/8) + 2 Weeks (1/15) + 1 Weeks (1/22) Friday Sunday (1/26-1/28) + 1 Week (1/29) + 3 Weeks

Production Build
Restore Apply Validate PRD
fromTransport system system
Backup Deltas ready
Data Extracts
Initial data Extracts Delta Extracts Transactional Data Extracts
Master Data Loads Trans. Data Loads
Pre-Data Load Activities Delta Loads Post-Data Load Activities
Final Go/No-Go
Decision

Pre-Cutover Weekend Activities Cutover Weekend Activities Post-Cutover Activities

Build Production System using restore, backup method (see above) Legacy system lockdown at pre- Go-Live support processes
Finalize legacy data extracts and preparation; ensure cleansing is designated time at the Enterpriset of fully operational
completed Cutover weekend Week 1 batch processes,
Perform all pre-data load activities including configurations, moving Transactional data extracts manual reports
transports, custom tables Transactional data loads to new Monitor system infrastructure
Begin capturing delta processing transactions for identified delta Enterprise system performance
processing areas Execute automated delta loads and
Convert all master data (Materials, Customers, Employee, Vendors, etc) 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

Mock Mock
Condition Description Cutover
Cutover 1 Cutover 2

1 Integration Test Cycle 2 completed and exit criteria X X

satisfied
2 Integration Test Cycle 3 completed and exit criteria X X
satisfied
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 X X
satisfied

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 Cutover Entrance Criteria (continued)

Entrance Criteria

Mock Mock
Condition Description Cutover
Cutover 1 Cutover 2

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 X X
in Business Readiness Testing)
15 Final Go-Live Support plan in place X
16 End User Training plan on track to be completed by go- X
live
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

Mock Mock
Condition Description Cutover
Cutover 1 Cutover 2

1 Dress rehearsal completed in anticipated time window X X

or optimization areas identified
2 All necessary cutover steps identified and properly X X
sequenced
3 All failures/issues thoroughly documented, all X
programming, tuning & defects resolved or resolution
identified
4 All necessary information gathered to revise Final X
Cutover Plan
5 Data validation plans successfully executed X X

6 Sign-off received at Cutover Go/No-Go checkpoint X

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7 Organization and Roles & Responsibilities

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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
Infrastructure 1
Coordinators
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
Functional,
TBD on a team by team
Execution Team Technical, MD
basis
teams

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 Cutover Team Organization

RP&A Project Team

RP&A Project
Leadership

Cutover Core Team

Site
Cutover Lead Cutover Support Readiness
Team Lead

Cutover Coordinators
Update with team organization chart
Site
OTI- OTI- OTI-Art Coordinator
Legacy Dev Infra OTI-OM
Pricing Logistics Tracking

Site
Data Security EDI ITC BEST ADESSO XI Coordinator

Site
Coordinator
Cutover Execution Team
Site
Coordinator
Master data team Technical Teams Functional Teams

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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 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 enter [date] or []
representatives

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 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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