Production Cutover Strategy for novel application implementation

1. 1
PRODUCTION CUTOVER STRATEGY
MONTH DAY, YEAR

2. 2 4/20/2023
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

3. 3 4/20/2023
Definition
1

4. 4 4/20/2023
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

5. 5 4/20/2023
Cutover Overview & Objectives
2

6. 6 4/20/2023
Cutover Management Overview
Project Command Center
Site
Readiness
Team
Cut-over
Team
Cut-over activities
• 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
• Run status meetings
• Maintains Contact List
Go-live
Support
Team
Site readiness
activities
Go-live
activities
Master
Data team
Functional
Teams
Technical
Team

7. 7 4/20/2023
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 Go-Live
Cutover Plan
• 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
Deployment
Deployment
Communications
End User
Training
Change
Cutover
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.
Go-Live
Support
Creating and
executing a
cutover plan to
build the
production
system and
carry out all
conversion
activities for
Go Live.
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.
Helping
employees
and
managers
transition to
new roles.
Delivering
messages
about
production
system
deployment
activities.

8. 8 4/20/2023
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
• Execution of the Cutover Plan
within the established timeframe
Deployment
Deployment
Communications
End User
Training
Change
Cutover
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.
Go-Live
Support
Creating and
executing a
cutover plan to
build the
production
system and
carry out all
conversion
activities for
Go Live.
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.
Helping
employees
and
managers
transition to
new roles.
Delivering
messages
about
production
system
deployment
activities.

9. 9 4/20/2023
Cutover Components and Approach
3

10. 10 4/20/2023
Cutover Plan Components
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.
Setup of stabilization and ongoing Production Support
processes & procedures
Steps required to perform interfaces which are being
run for the first time.
Activities to “turn-off” systems being replaced by new
Production system.
Activities to monitor/track performance across key
baseline metric readings and target measures
Site Readiness Checklist Activities
Production Support Strategy
Go / No-Go
Production Build
Manual configuration
Master Data and Historical Data Conversions
Open Transaction Data Conversions
System Decommission
Production Metrics
First Run Interfaces
Various components are essential for execution of a successful system cutover

11. 11 4/20/2023
Cutover Approach
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
The overall cutover approach employs 4 primary principles…

12. 12 4/20/2023
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

13. 13 4/20/2023
Client Deployment
Mock Cutover
1
• [Test site] is built as a copy of [Prod site]
• 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
• Put in the incremental system build
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over
Mock Cutover
2
Production
Cutover
• [Prod site] is built for the first time
• Take a back up and restore the back-up to test restore works
• Apply Manual configuration
• Perform the data loads
• Execute the cut-over

14. 14 4/20/2023
Executing Production Cutover Tasks
Execute
Permit to Run Progress /
Issues
Complete
Process
• Report to the Cutover
command center (Tel
#) to assess readiness
to Enterprise task
• Review predecessor /
successor
dependencies
• Review turnover
documentation for
completeness and
quality
Notes
• Enterprise cutover task
once you’ve received
approval
• Attend daily meeting
• Validate resource
requirements
• Daily meeting is to
review status (task
scheduled to be
completed is not
complete, etc)
• Update Cutover
Room (Tel#) on
progress and delays
• Log issues/bugs in
Mercury TD
• When logging issues
in TD use the
“conversion/cutover”
category
• These issues are
reviewed in daily
meeting
• Update Cutover
Room (Tel#) when
task ends.
• Details required;
actual duration, effort
of task, Enterprise
and end dates
• If Cutover
Coordinators are not
in room update
workplan status on
wall

15. 15 4/20/2023
Key Final Cutover Deliverables
4

16. 16 4/20/2023
Key Final Cutover Deliverables
Cutover Plan
(MS Project Plan)
Business
Transaction Freeze
Document
(excel)
Interim Business
Process Document
(excel)
Site Coordinators
Checklist
Legacy System
Coordinators List
(excel)
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
List of system cutover
data (master and
transactional),
associated business
transactions and
freeze dates
Accountable:
Cutover Team
Interim business process
activities to be executed
during cutover period
Accountable: Functional
Area Cutover Leads
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
1 2
3 4
4

17. 17 4/20/2023
Business Transaction Freeze Template
Use this template to track all frequent business transactions that will require a
freeze prior to production
1

18. 18 4/20/2023
Cutover Plan Template
2
The cutover workplan will provide a detailed minute by minute, step by step account
of all activities involved with the production cutover

19. 19 4/20/2023
Interim Business Process Template
Task ID Task Details Transaction
Volume
(volumne by
period to
estimate
resource
requirements)
Inputs
(Information
inputs required
for carrying out
tasks)
Outputs
(Information
outputs captured
from the task)
Information
Capture
(Manual Entry:
Provide link or
embed forms
System Capture:
Provide
Transaction code)
Associated Risks &
Contingency Plan
(Outline risks with external and
internal impacts involving
process, people, or systems
Provide link or reference to
contingency plan)
1.1 During Inventory,
extracts a
snapshot of
catalyst system at
that in time is
uploaded to
Production
N/A Inventory
snapshot from
catalyst
Inventory
updates in
Production
Enabled by
conversion
program
Accuracy of inventory
snapshot from catalyst at that
point in time
Corruption of data extracts
1.2 Production
bopping is stopped
in this period and
changes from
Production is not
updated in catalyst
N/A N/A N/A N/A N/A
3
Use this template to track the interim steps for execution of tasks/processes/
transactions between the time they are frozen and final production cutover

20. 20 4/20/2023
Site/Legacy System Coordinators Checklist
4
Use this template to identify and track detailed tasks necessary for site and legacy
system preparation

21. 21 4/20/2023
Cutover Schedule
5

22. 22 4/20/2023
Overall Cutover Timeline
Oct Dec Jan
9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22
Nov
BRT
- Preparation
- Execution
Production Cutover
- Planning
Final Go/No-
Go Decision
MC-1 Complete
Draft Cutover Plan
Revise Plan
Cutover Strategy Finalized
Cutover Planning
Mock Cutover - 1
Cutover & Dress Rehearsals
Feb
29 5 12
Mock Cutover - 2
MC-1 Plan Finalized
MC-2 Plan Finalized
Confirm Plan
Production Cutover Plan Finalized
MC-2
Complete
Stress Test
- Parallel Activities
Price test
IT2 (EQ1-120) IT3 (EQ1-110)
G
o
Liv
e
EQ1-110
EP1-100
EP1-100
EQ1-120
EQ1-140
EQ1-140
The schedule provides key milestones from cutover planning to execution

23. 23 4/20/2023
Production Cutover Timeline
Production Build
Restore
from
Backup
Apply
Transport
Deltas
Validate
system
PRD
system
ready
Data Extracts
Master Data Loads
Delta Loads
Pre-Data Load Activities Post-Data Load Activities
+ 2 Weeks (1/15)
+3 Weeks (1/8) + 1 Weeks (1/22) + 1 Week (1/29) + 3 Weeks
Friday – Sunday (1/26-1/28)
Final Go/No-Go
Decision
Trans. Data Loads
 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)
 Legacy system ‘lockdown’ at pre-
designated time at the Enterpriset of
Cutover weekend
 Transactional data extracts
 Transactional data loads to new
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
 Go-Live support processes
fully operational
 Week 1 batch processes,
manual reports
 Monitor system infrastructure
performance
Pre-Cutover Weekend Activities Cutover Weekend Activities Post-Cutover Activities
Post-Cutover Weekend
Cutover Weekend
Pre-Cutover Weekend
Transactional Data Extracts
Delta Extracts
Initial data Extracts
The schedule provides key milestones and activities related to pre-cutover through
cutover

24. 24 4/20/2023
Entrance and Exit Criteria
6

25. 25 4/20/2023
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 Description
Mock Cutover
1
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 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 satisfied X X

26. 26 4/20/2023
Cutover Entrance Criteria (continued)
Entrance Criteria
Condition Description
Mock Cutover
1
Mock Cutover
2
Cutover
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 in
Business Readiness Testing)
X X
15 Final Go-Live Support plan in place X
16 End User Training plan on track to be completed by go-live X
17 All Data Validation plans completed X X X

27. 27 4/20/2023
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
Cutover
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 X
6 Sign-off received at Cutover Go/No-Go checkpoint X

28. 28 4/20/2023
Organization and Roles & Responsibilities
7

29. 29 4/20/2023
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
Coordinators
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
Execution Team
TBD on a team by team
basis
Functional,
Technical, MD
teams

30. 30 4/20/2023
Cutover Team Organization
RP&A Project Team
RP&A Project
Leadership
Cutover Execution Team
Master data team
Cutover Coordinators
Cutover Core Team
Data
Legacy Dev
EDI
Infra
Security
OTI-OM
OTI-
Pricing
OTI-
Logistics
ITC XI
ADESSO
BEST
Cutover Lead Cutover Support
Team
Functional Teams
Technical Teams
OTI-Art
Tracking
Site
Readiness
Lead
Site
Coordinator
Site
Coordinator
Site
Coordinator
Site
Coordinator
Update with team organization chart

31. 31 4/20/2023
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

32. 32 4/20/2023
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

33. 33 4/20/2023
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

34. 34 4/20/2023
Cutover Team Contacts
Name Role Office Phone Mobile Phone Email

35. 35 4/20/2023
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)

36. 36 4/20/2023
Next Steps & Contact
8

37. 37 4/20/2023
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 []

38. 38 4/20/2023
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