Checklist to capture major issues when transitioning to new Martech vendors

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Vendor Transition Checklist
A1. Exit Management
Exit Governance
A1.1. Governance structure, meetings and agendas ☐ YES ☐ NO
A1.2. Acquire resources
• Engagement Manager
• Program Manager
• Business Analyst
• Workstream Managers
• QA Analyst
• Other
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
A1.3. Identify risks and issues
• Outgoing vendors
• Timeline
• Financial
• Contractual
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
A1.4. Develop/Share Guidelines
• Security
• Confidentiality
• Audit
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
A1.5. Notice for outgoing vendors within contractual requirements ☐ YES ☐ NO
B1.0 Outbound Vendor
Planning
B1.1. Identify key personnel for each outgoing vendor ☐ YES ☐ NO
B1.2. Identify all personnel that has access to systems ☐ YES ☐ NO
B1.3. Identify processes, software, scripts and tools to be performed by
outgoing vendor during transition period ☐ YES ☐ NO
B1.4. Compile list of all processes, standards, manuals and references.
• Request copies of all materials to be transferred to [Firm]
☐ YES ☐ NO
☐ YES ☐ NO
B1.5. Compile list of known errors and proposed fixes ☐ YES ☐ NO
B1.6. Compile a list of all inflight projects ☐ YES ☐ NO
B1.7. Compile list of all assets wholly owned by [Third Parties] to be
transferred to [Firm] ☐ YES ☐ NO
B1.8. Compile list of third party owned or operated contracts and licenses
owned by outbound vendor
• If they cannot be transferred, identify alternatives
☐ YES ☐ NO
☐ YES ☐ NO
B2.0 Inbound Vendor

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Planning
B2.1. Identify roles and activities to be performed by inbound vendor
☐ YES ☐ NO
B2.2 Provide documentation on transferable contracts and licenses
required by inbound vendor ☐ YES ☐ NO
B.2.3. Agree on levels of access for inbound vendor ☐ YES ☐ NO
B.2.4. Agree on roles within issue resolution process with inbound vendor
☐ YES ☐ NO
B.2.5. Agree on knowledge transfer between inbound and outbound
vendors ☐ YES ☐ NO
B.2.6 Agree on Service Level Agreements (SLAs) for inbound vendor
☐ YES ☐ NO
B.2.7 Agree on final contract terms and prices ☐ YES ☐ NO
B.2.8 Inform outbound vendor of decision and agree on transition period
☐ YES ☐ NO
B3 Outbound Vendor
Exit Negotiations
B3.1. [Firm] and outgoing vendor agree on the scope of termination
services, objectives, timeline and contractual obligations ☐ YES ☐ NO
B3.2. [FIRM] and outgoing vendor agree on system access for personnel
☐ YES ☐ NO
B3.3. [FIRM] and outgoing vendor agree on:
• Knowledge transfer plan with [FIRM] and inbound vendor
• Process for transfer of contracts/licenses to inbound vendor
• Data/Information exchange between all parties
• Terms for transfer of in-house developed software, scripts, tools
or procedures not covered by [FIRM] Intellectual Property rights
• Agree on date of termination of services
• Agree on mechanism to remove or achieve all data and documents
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
B3.4. [FIRM] and outgoing vendor agree on payment schedule for all exit
costs
• [FIRM] and outgoing vendor agree on incentive compensation plan
for maintaining service levels during transition
• [FIRM] and outgoing vendor agree on incentive compensation plan
for retaining key personnel during transition
☐ YES ☐ NO
☐ YES ☐ NO
B4 Outbound Vendor
Service closure
B4.1. Verify that all outbound vendor access (physical & logical) has
been removed ☐ YES ☐ NO
B4.2. Verify that all data, documents and intellectual property has been
returned to [FIRM] ☐ YES ☐ NO
B4.3. Final settlement of all outstanding issues between [FIRM] and
outbound vendor ☐ YES ☐ NO
C1 Inbound Vendor
Transition Planning
C1.1. Request organization chart for each inbound vendor ☐ YES ☐ NO
C1.2. Assign key owners for each transition work stream ☐ YES ☐ NO

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C1.3. Coordinate meetings between outgoing and incoming vendors to
complete due diligence ☐ YES ☐ NO
C1.4. Agree on transition timeline and ability to roll out dealers ☐ YES ☐ NO
C1.5. Agree on success measures for transition of all in scope services
☐ YES ☐ NO
C1.6 Define dependencies between inbound and outbound vendors ☐ YES ☐ NO
C1.7 Conduct Workshop between [FIRM], inbound and outbound vendors
to agree to exit/transition plan and governance
☐ YES ☐ NO
C2 Knowledge Transfer
C2.1. Ensure inbound vendor receives all available documentation ☐ YES ☐ NO
C2.2. Facilitate workshops between inbound and out vendors to ensure
the following are reviewed:
• Known errors and proposed fixes
• All service request records
• Data processes and flows
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
D1 Inbound Vendor
Service Activation
D1.1. Review testing:
• UAT
• Other
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
☐ YES ☐ NO
D1.2. Review testing results with [FIRM] internal Governance team ☐ YES ☐ NO
D1.3. Confirm ability to activate and roll-out schedule ☐ YES ☐ NO
D1.4. Make “Go”/”No Go” decision ☐ YES ☐ NO
Eric Siano is the managing director of Blue Leopard LLC. In his role, he helps firms
navigate the complexities of the digital landscape and transform their marketing, sales
and digital capabilities, processes and technologies.
You can reach Eric at:
eric.siano@blue-leopard-llc.com
Schedule a virtual coffee at:
https://calendly.com/eric-siano/meeting