GCS 54 - Countdown to
Go Live, Secrets to a
Stress Free Cutover
Presented By:
Jami Benson, Lexell Blue, LLC
Kelly Nighland, Lexell Blue, LLC
Agenda

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2
Project Timeline
Types of Projects
What we have seen
Integrating your cutover plan into the overall project plan or ITL
ITL Example
RASCI
Components of a Cutover plan
Things to Consider
Q&A
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Project Timeline - Overall
2015
Jan
Feb
March
April
May
June
July
Aug
Sep
Project
Planning
Design &
Config
SIT
UAT
Cutover
Go
Live
3
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Oct
Nov
Dec
Project Timeline - Cutover
2015
Jan
Feb
•
•
•
•
March
April
May
June
4
Aug
Sep
Oct
Stage gate to begin cutover tasks (Go / No Go)
Communication plan invoked
Legacy system access restricted
Legacy system phased data conversion begins
• Go Live – system open to users
•
July
for transactions
Post-Go Live planned activities
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Cutover
Go
Live
Nov
Dec
Types of Projects
 New implementation – Implementation of new software, typically includes data
conversion from one or more legacy systems
 Version upgrades – Upgrading software versions, typically includes a test
upgrade to validate functionality, provide end user training, validate reports and
validate integration impacts
 Re-structures – Changing one or more data elements in your database –
common example is ORG
 Database Merges – For example taking two or more Costpoint databases and
combining them into one “survivor” database. Another example is GCS
conversion to an existing Costpoint database
 Database Splits – Utilized when one company creates a “spin off” company and
the existing database is split between the two companies
 Database Carve-Outs – Taking a portion of an existing database, similar to a
database split but typically involves a subset of the data in the database versus
splitting all of the data
5
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Cutover Plans…What We Have
Seen….
 A little bit of everything…
 Comprehensive
 Full cutover plan with communication plan
 Partial
 Have the major items in the cutover plan covered but get
caught by the “gotchas”
 Nada….
 We have to do this fast… just get it done…
6
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Integrating Cutover into ITL / Project
Plan
 Cutover plan tasks should be a component of your ITL /
Project Plan
 Tasks should be assigned owners and due dates
 Tasks should be reviewed and status updates provided
during the project team meetings
 Depending on the project scope, the cutover plan can be
extensive, if needed have the details in the cutover plan and
have the milestones included in the overall project ITL /
Project Plan
7
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
ITL - Example
1 – Pre-conversion Activities
• Design Decisions
2 – DEV Conversion Activities
• Create scripts, perform manual steps
3 – DEV Functional Data Validation
• Validation and testing of test data
4 – PROD launch
• After P2P (Path to Production testing)
5 – PROD Functional Data Validation
• Final validation prior to releasing system to users
8
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
ITL

 High level calendar (milestones) Jami (1)
9
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
RASCI Matrix – Roles Defined
10
Responsible
• Those who do the work to achieve the tasks
Accountable
• The one ultimately answering for the correct
and thorough completion of the task; and the
one who delegates to those responsible
Supported
• Resources allocated to responsible (unlike
consulted, who may provide input to the task,
support help complete the task)
Consulted
• Those whose opinions are sought, typically
SMEs
Informed
• Those who are kept up-to-date on progress
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review: Begin
Countdown for Cutover
Gate Review: Sign Offs
of prior project phases
Gate Review:
Resolution Path for
Open Issues
Readiness: Production
Hardware
Readiness: Remote
Connectivity
11
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
N/A
X
N/A
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review: Begin
Countdown for Cutover
Gate Review: Sign Offs
of prior project phases
Gate Review:
Resolution Path for
Open Issues
Readiness: Production
Hardware
Readiness: Remote
Connectivity
12
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Time frame varies based on
Project – go live minus 60 days to
X days X
go live Xminus a few
X
X
X
X
X
X
X
X
N/A
X
N/A
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review: Begin
Countdown for Cutover
Gate Review: Sign Offs
of prior project phases
Gate Review:
Resolution Path for
Open Issues
Readiness: Production
Hardware
Readiness: Remote
Connectivity
13
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
Prior gates
shouldX be closedX – SIT, X
X
UAT etc.
X
X
X
X
X
X
X
X
X
X
N/A
X
N/A
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review: Begin
Countdown for Cutover
Gate Review: Sign Offs
of prior project phases
Gate Review:
Resolution Path for
Open Issues
Readiness: Production
Hardware
Readiness: Remote
Connectivity
14
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
ProjectX Issues logX won’t beXclosed,X
but each item should have
resolution
path with
X
N/A ownersX and N/A
dates
©2014 Deltek, Inc. All Rights Reserved
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review: Begin
Countdown for Cutover
Gate Review: Sign Offs
of prior project phases
Gate Review:
Resolution Path for
Open Issues
Readiness: Production
Hardware
Readiness: Remote
Connectivity
15
12/4/2014
X
X
X
X
X
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
Hardware installed, software
X
X
loaded.X
Best practice is production is on a
separate
test X
X server from
X
X
X
X
X
X
X
X
X
N/A
X
N/A
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review: Begin
Countdown for Cutover
Gate Review: Sign Offs
of prior project phases
Gate Review:
Resolution Path for
Open Issues
Readiness: Production
Hardware
Readiness: Remote
Connectivity
16
12/4/2014
X
X
X
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
Production URL is tested. Typically
Re-Structures and Splits do not
X
X
X
require Xnew or updates
to existing
connectivity
X
X
X
X
X
X
X
X
X
N/A
X
N/A
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Security &
User Setup /
Deactivation
Readiness: External
Coordination
Readiness: Interfaces Payroll
Readiness: Interfaces Other
Readiness: Tiger Team
17
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
X
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Security &
User Setup /
Deactivation
Readiness: External
Coordination
Readiness: Interfaces Payroll
Readiness: Interfaces Other
Readiness: Tiger Team
18
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
X
X
X
N/A
X
X
X
X
X
X
For carve outs and splits, don’t
X
X
X
X
forget to de-activate users that are
no longer with your company
X
©2014 Deltek, Inc. All Rights Reserved
X
X
X
X
X
X
X
X
X
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Security &
User Setup /
Deactivation
Readiness: External
Coordination
Readiness: Interfaces Payroll
Readiness: Interfaces Other
Readiness: Tiger Team
19
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
X
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Novating contracts, new billing
X setup X
formats,X new vendor
forms,
etc.
©2014 Deltek, Inc. All Rights Reserved
X
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Security &
User Setup /
Deactivation
Readiness: External
Coordination
Readiness: Interfaces Payroll
Readiness: Interfaces Other
Readiness: Tiger Team
20
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
X
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Whether internal or external,
X
X
X and
confirm
thoroughly
tested
external timeline and
coordination to make changes
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Security &
User Setup /
Deactivation
Readiness: External
Coordination
Readiness: Interfaces Payroll
Readiness: Interfaces Other
Readiness: Tiger Team
21
12/4/2014
X
X
X
X
N/A
Merges
Splits
Carve
Outs
X
X
X
X
X
Documented acceptance of
both inbound (sales taxes,
N/A
X
X
benefits) or outbound (banking
files)
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Security &
User Setup /
Deactivation
Readiness: External
Coordination
Readiness: Interfaces Payroll
Readiness: Interfaces Other
Readiness: Tiger Team
22
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
On call
N/A schedule
X communicated,
X
X
war room in place, and don’t
forgetXto feed the
X team! X
X
X
X
X
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Backout
Plan Tested
Communication: Plan
Communication: What
is Changing and When
Communication:
Sources of Information
Communication: POCs
by function
23
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Backout
Plan Tested
Communication: Plan
Communication: What
is Changing and When
Communication:
Sources of Information
Communication: POCs
by function
24
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Execute a disaster recovery – for
example,
outX
X test your
X plan to back
X
the data you loaded if you need to
postpone
X after you
X begin X
X
©2014 Deltek, Inc. All Rights Reserved
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Backout
Plan Tested
Communication: Plan
Communication: What
is Changing and When
Communication:
Sources of Information
Communication: POCs
by function
25
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Messaging method for each
X
X
X
communication (internal and
external) Tell your employees,
X
X
X
customers,
vendors,
suppliers.
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Backout
Plan Tested
Communication: Plan
Communication: What
is Changing and When
Communication:
Sources of Information
Communication: POCs
by function
26
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
NewXURL for an
X upgrade,
X
what elements are changing
in the re-structure and what
they impact (T&E, CER etc.)
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Backout
Plan Tested
Communication: Plan
Communication: What
is Changing and When
Communication:
Sources of Information
Communication: POCs
by function
27
12/4/2014
X
X
X
X
X
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
Links to internal websites,
sharepoint
docs,
QRCs,
X
X
X
Desktop guides, product
documentation,
X
X etc.
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Readiness: Backout
Plan Tested
Communication: Plan
Communication: What
is Changing and When
Communication:
Sources of Information
Communication: POCs
by function
28
12/4/2014
X
X
X
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
Publish POC info to users,
and
X include escalation
X
X path
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Communication: Old
to New Crosswalks
Communication: Help
Desk Support
Communication:
System Downtime
User Readiness:
Desktop Procedures
User Readiness:
Training
29
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Communication: Old
to New Crosswalks
Communication: Help
Desk Support
Communication:
System Downtime
User Readiness:
Desktop Procedures
User Readiness:
Training
30
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X and logic
X on
PublishX crosswalks
intranet and SharePoint, include
document
links inX project X
X
communications etc.
X
©2014 Deltek, Inc. All Rights Reserved
X
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Communication: Old
to New Crosswalks
Communication: Help
Desk Support
Communication:
System Downtime
User Readiness:
Desktop Procedures
User Readiness:
Training
31
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Publish internal
helpdesk
process
including operational hours and
X
X
X
escalation.
Highlight
communication options (phone,
text, email,
X live chat)
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Communication: Old
to New Crosswalks
Communication: Help
Desk Support
Communication:
System Downtime
User Readiness:
Desktop Procedures
User Readiness:
Training
32
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Advanced communication of
X
X and then
X
downtime
schedule
confirmation communication as
you execute the downtime
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Communication: Old
to New Crosswalks
Communication: Help
Desk Support
Communication:
System Downtime
User Readiness:
Desktop Procedures
User Readiness:
Training
33
12/4/2014
X
X
X
N/A
X
Merges
Splits
Carve
Outs
X
N/A
X
These are often planned for, but
then become “Nice to Have”
X
X
X
X
versus required for go live.
Make it a priority early on and do
X
X
X
X
it as you go
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Communication: Old
to New Crosswalks
Communication: Help
Desk Support
Communication:
System Downtime
User Readiness:
Desktop Procedures
User Readiness:
Training
34
12/4/2014
X
X
X
N/A
X
Merges
Splits
Carve
Outs
X
N/A
X
X
X
Just in time training using
X
X
X
your data, integrate training
into your overall project plan
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
User Readiness: Login
Details and Access
Tested
Data Conversion: Final
Crosswalk Files
Gate Review: Go / No
Go Decision
Legacy System:
Restricting New
Transactions
Legacy System: Closing
process
35
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
User Readiness: Login
Details and Access
Tested
Data Conversion: Final
Crosswalk Files
Gate Review: Go / No
Go Decision
Legacy System:
Restricting New
Transactions
Legacy System: Closing
process
36
12/4/2014
X
X
X
X
N/A
Merges
Splits
Carve
Outs
X
N/A
X
X
X
X
X
N/A users have
X
X
Confirm
logged
in and they have been
X
X
X
assigned
the appropriate
roles and rights
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
User Readiness: Login
Details and Access
Tested
Data Conversion: Final
Crosswalk Files
Gate Review: Go / No
Go Decision
Legacy System:
Restricting New
Transactions
Legacy System: Closing
process
37
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
N/A
N/A
X
N/A
N/A
X
X
X
Use version
controlX and
archive final approved
mappings, including
N/A
N/A
crosswalks, logic and rules.
X
©2014 Deltek, Inc. All Rights Reserved
N/A
N/A
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
User Readiness: Login
Details and Access
Tested
Data Conversion: Final
Crosswalk Files
Gate Review: Go / No
Go Decision
Legacy System:
Restricting New
Transactions
Legacy System: Closing
process
38
12/4/2014
Merges
Splits
Carve
Outs
X
X
N/A
X
N/A
X
X
N/A
X
X
X
X
X
X
X
X
X
X
X
N/A
N/A
X
N/A
N/A
X
X
X
Go/No Go criteria is identified
and agreed upon in advance,
X for eachXitem
presentX readiness
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
User Readiness: Login
Details and Access
Tested
Data Conversion: Final
Crosswalk Files
Gate Review: Go / No
Go Decision
Legacy System:
Restricting New
Transactions
Legacy System: Closing
process
39
12/4/2014
X
X
X
X
N/A
Merges
Splits
Carve
Outs
X
N/A
X
X
X
Begin limiting access and keep
future periods closed. Close
N/A
X
X
each subsidiary ledger journal as
you finalize.
X
X
X
X
X
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
User Readiness: Login
Details and Access
Tested
Data Conversion: Final
Crosswalk Files
Gate Review: Go / No
Go Decision
Legacy System:
Restricting New
Transactions
Legacy System: Closing
process
40
12/4/2014
X
X
X
X
N/A
Merges
Splits
Carve
Outs
X
N/A
X
X
X
X
X
X
Make N/A
sure all journals
are X
posted and there are no
X
X
transactions
in anX “edit” state.
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
X
N/A
N/A
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Legacy System: Data
Extraction
Legacy System:Restricting Access
Readiness: System
Downtime & User
Lockout
Data Conversion:
Staged Data Loads
Data Conversion:
Reconciliation /
Validation
41
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
N/A
X
X
X
X
N/A
N/A
X
X
X
X
X
X
X
X
X
X
N/A
N/A
X
N/A
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Legacy System: Data
Extraction
Legacy System:Restricting Access
Readiness: System
Downtime & User
Lockout
Data Conversion:
Staged Data Loads
Data Conversion:
Reconciliation /
Validation
42
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
N/A
X
X
X
X
N/A
N/A
X
X
X
X
X
X
This should be a repeat of the
X
X
X
process
you used
during testing,
not a new process
X
N/A
N/A
X
N/A
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Legacy System: Data
Extraction
Legacy System:Restricting Access
Readiness: System
Downtime & User
Lockout
Data Conversion:
Staged Data Loads
Data Conversion:
Reconciliation /
Validation
43
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
N/A
X
X
X
X
N/A
N/A
X
X
X
X
X
X
X
X
N/A
X
X
X
X
X
Legacy system is basically read
only mode, ability to print reports
N/A
N/A
X
etc.
X
©2014 Deltek, Inc. All Rights Reserved
X
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Legacy System: Data
Extraction
Legacy System:Restricting Access
Readiness: System
Downtime & User
Lockout
Data Conversion:
Staged Data Loads
Data Conversion:
Reconciliation /
Validation
44
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
N/A
X
X
X
X
N/A
N/A
X
X
X
X
X
X
X
X
X
N/A
N/A
X
N/A
X
X
X
X
X
X
X
Access limited to Tiger Team
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Legacy System: Data
Extraction
Legacy System:Restricting Access
Readiness: System
Downtime & User
Lockout
Data Conversion:
Staged Data Loads
Data Conversion:
Reconciliation /
Validation
45
12/4/2014
X
X
X
N/A
N/A
Merges
Splits
Carve
Outs
X
X
X
If appending data into existing
N/Adata beN/A
X
X
table with
sure to backup
the table prior to the load to enable
an immediate “before” snapshot for
X
X
X
X
reconciliation purposes.
X
X
X
N/A
N/A
X
N/A
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Legacy System: Data
Extraction
Legacy System:Restricting Access
Readiness: System
Downtime & User
Lockout
Data Conversion:
Staged Data Loads
Data Conversion:
Reconciliation /
Validation
46
12/4/2014
Merges
Splits
Carve
Outs
X
N/A
N/A
X
X
X
X
N/A
N/A
X
X
X
X
X
X
Leverage reconciliation /
validation checklist from test
X
X
X
conversions
X
N/A
N/A
X
N/A
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review:
Production system
ready for transactions
Go Live: Planned Post
Go Live Loads
Go Live : Execute
reports (CER)
Go Live: Export from
CP to T&E
Legacy System:
Archived Audit Copy
47
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
N/A
N/A
N/A
N/A
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review:
Production system
ready for transactions
Go Live: Planned Post
Go Live Loads
Go Live : Execute
reports (CER)
Go Live: Export from
CP to T&E
Legacy System:
Archived Audit Copy
48
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
N/A
N/A
N/A
N/A
N/A
X
X
X
Go / No Go checklist to open
theXsystem toXusers X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review:
Production system
ready for transactions
Go Live: Planned Post
Go Live Loads
Go Live : Execute
reports (CER)
Go Live: Export from
CP to T&E
Legacy System:
Archived Audit Copy
49
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
N/A
N/A
N/A
N/A
N/A
X
X
X
X
X
X
X
X
Examples of post go live loads
include: General Ledger, Billing and
X
X
X
X
Project History. Timeframe
dependent on legacy system
closeout.X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review:
Production system
ready for transactions
Go Live: Planned Post
Go Live Loads
Go Live : Execute
reports (CER)
Go Live: Export from
CP to T&E
Legacy System:
Archived Audit Copy
50
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
N/A
N/A
N/A
N/A
N/A
X
X
X
X
X
X
X
X
X
X
X
X
Commence deployment of
scheduled reports (“pushed
X
X
reports”)X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review:
Production system
ready for transactions
Go Live: Planned Post
Go Live Loads
Go Live : Execute
reports (CER)
Go Live: Export from
CP to T&E
Legacy System:
Archived Audit Copy
51
12/4/2014
X
X
Merges
Splits
X time X
Users Xare able toX input their
into T&E.
System is now ready to schedule
N/A
N/A
N/A
N/A
incremental updates to T&E.
Carve
Outs
X
N/A
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Gate Review:
Production system
ready for transactions
Go Live: Planned Post
Go Live Loads
Go Live : Execute
reports (CER)
Go Live: Export from
CP to T&E
Legacy System:
Archived Audit Copy
52
12/4/2014
X
X
X
X
X
Merges
Splits
Carve
Outs
X
X
X
N/A
N/A
X
X
Legacy system should be in
N/A
N/A any
“read N/A
only” mode
to prevent
post data extraction changes.
X
X
InitiateXsystem archival
plan
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Post Go Live: Process
Server - Parameters
and Batches
Post Go Live: First
cycle of Labor
Post Go Live: First
cycle of Payroll
Post Go Live: First
cycle of Month End
Close
Post Go Live: First
cycle of Billing
53
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Post Go Live: Process
Server - Parameters
and Batches
Post Go Live: First
cycle of Labor
Post Go Live: First
cycle of Payroll
Post Go Live: First
cycle of Month End
Close
Post Go Live: First
cycle of Billing
54
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Create
new / Xupdate existing
X
X
as needed.
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Post Go Live: Process
Server - Parameters
and Batches
Post Go Live: First
cycle of Labor
Post Go Live: First
cycle of Payroll
Post Go Live: First
cycle of Month End
Close
Post Go Live: First
cycle of Billing
55
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Run custom
“ErrorXCheck” reports
X
X
prior to import of labor.
X
©2014 Deltek, Inc. All Rights Reserved
X
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Post Go Live: Process
Server - Parameters
and Batches
Post Go Live: First
cycle of Labor
Post Go Live: First
cycle of Payroll
Post Go Live: First
cycle of Month End
Close
Post Go Live: First
cycle of Billing
56
12/4/2014
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
Confirm deductions, taxes were
X
X
X
X
properly calculated and withheld.
Confirm Gross to Net. If mid-year
conversion,
X confirmX your withholding
X
X
limits.
©2014 Deltek, Inc. All Rights Reserved
X
X
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Post Go Live: Process
Server - Parameters
and Batches
Post Go Live: First
cycle of Labor
Post Go Live: First
cycle of Payroll
Post Go Live: First
cycle of Month End
Close
Post Go Live: First
cycle of Billing
57
12/4/2014
X
X
X
X
Merges
Splits
Carve
Outs
X
X
X
X
X
Reconcile subsidiary ledgers,
X
X
X
pools, revenue, commitments etc.
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
X
©2014 Deltek, Inc. All Rights Reserved
Cutover Plan Components
New
Upgrades
Data
Implementations
Re-Structures
Post Go Live: Process
Server - Parameters
and Batches
Post Go Live: First
cycle of Labor
Post Go Live: First
cycle of Payroll
Post Go Live: First
cycle of Month End
Close
Post Go Live: First
cycle of Billing
X
X
X
X
X
Merges
Splits
Carve
Outs
X
X
X
X
X
X
X
X ceilingsX/ overrides,
X
Confirm
formats, addresses, supporting
X
X
schedules
etc. X
X
X
X
X
X
X
X
X
X
X
X
X
Congratulations on your successful Go Live!
58
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Other Things to Consider
 Holiday planning – your team will take off… do not plan to
work through the holidays… it NEVER happens
 Communicate, Communicate, Communicate…and expect
users to still have questions!
 Training – plan for it when they can apply it (not too early, not
too late) and expect users to say.. “Was I trained on this?”
 Have a dedicated “war room”
 FEED your team…don’t expect them to stay late without
food
 Issues list – carry forward issues list – don’t expect that all
issues are closed at go live, but should be documented with
workaround and closure plan.
59
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Other Things to Consider (continued)
 Tiger Team – assemble your team of “first responders” with
owners assigned by module
 Make sure your “Tiger Team” has full access (may be more
than their “day to day” role due to their support escalation
role
 Make sure there is a Help Desk plan which includes the
communication of the process to contact and escalate with
the Help Desk.
 Make sure the Help Desk knows how and who to reach on
the Tiger Team
 Identify the internal Deltek Customer Support liaison who will
submit support cases - this is not a global role
60
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Other Things to Consider (continued)
 Establish entry and exit criteria for each phase (design, SIT,
UAT, cutover)
 Confirm sign-offs/ approvals for each stage gate in your
project (all phases, not just cutover)
 If an existing Costpoint database, enforce a blackout period
for the data loads
61
12/4/2014
©2014 Deltek, Inc. All Rights Reserved
Questions?
For more information please contact:
Jami Benson
[email protected]
703.608.9490
www.LexellBlue.com
Kelly Nighland
[email protected]
703.622.6550
www.LexellBlue.com