GV2-TM-CM-PR-Cutover Strategy Template-V1.ppt

© 2011 SAP AG. All rights reserved. 1
Opportunity Roadmap - Fact sheet
Date
<Opp.name> <Client name>
Business Situation (facts), Their Problem,
Impact, Need to Act; What if they do nothing?
Clients Need To Act
Management Sponsor of MU
Responsible Consulting Manager
Opportunity Team (+ Role)
N.N. (Bid Manager)
N.N. (Solution Architect)
N.N. (Industry Expert)
N.N. (…)
Customer Responsible (GAD, GAM, AE,
CEM/CP)
N.N.
Organization of Opportunity Team
abc
…
Actual Status/Results
1. …
2. …
Solution Scope
Field Service Value Proposition
SAPs USPs (differentiators)
Overview of our Offer
abc
…
Risks/ Threats
Next Steps
1. ….
Competitors
Price-/Project Type Fixed Price
Margin X%
GD Days X days
* 1.000
EUR
last
change
Closing
Month
Opp Owner
Mastercode
Current
Phase
Company
Opp / Pipe ID
35 %
Probability (personal
judgment)
Solution Fit
Customer Feedback
Conditions/Budget
Staffing/Delivery
X €
Education Revenue
name
Involved Partner
G
Y
R
R
SAP CONFIDENTIAL
Cutover Strategy
(with details becomes Cutover
Kickoff)
Client
Project Name
Opportunity Owner
CEM / CP
AE / AM
Date

Agenda
1. Cutover Strategy
2. Timeline
3. Go Live Acceptance Criteria
4. Cutover Organization and Responsibilities
4.1. Legacy Team
4.2. Migration Team
4.3. Business Team
5. Cutover Schedule
6. Cutover Simulations
7. Cutover Communications
8. Contingency Plan
9. Implementation Support
10.Logistics

Cutover Strategy
 Time constraints?
 Big bang or phased?
 Sequence?
 Parallel system with legacy?

High Level Cutover Timeline
Mo October November December January
W
k
3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
1 Business
Preparation
2 Production
Environment
Preparation
3 Project Team
Preparation
4 Master Data
Migration
5 Cutover Preparation
6 Legacy Changes and
Shutdown
7 Transaction Data
Migration
8 Key Processes
Execution
9 Legacy Shutdown
10 Security access
enabled
11 Go Live
12 Go Live Support –
Hyper Care
13 Go Live Support –
Long Term
Cutover Simulations

Go Live Acceptance Criteria
 The business identifies the acceptance criteria during Realization in order to:
 Maintain the focus on going live on time
 Focus project team efforts on critical tasks
 Acceptance criteria needed for major milestones
 To begin Production Cutover, for example:
– Acceptable levels of passing for Integration Tests
– Acceptable levels of trained and certified users
– Acceptable levels of open issues
– Acceptable performance criteria
 To accept Master Data, for example:
– Planned accuracy percent of data load by object
 To accept Transactional Data, for example:
– Planned accuracy percent of data load by object
– Key processes that execute correctly in Production post migration
– Meeting acceptance criteria allows move to next steps

Cutover Organization
Cutover Manager
Data Migration
Team Lead
Functional
Team Lead
Site coordinators
Key users
Legacy
Team Lead
Business
Team Member
Data Migration
Team
OCM
Team Lead
Legacy
Team

Roles and Responsibility
Cutover Manager  Creates and maintains master cutover schedule
 Defines organization and logistics for cutover
 Manages cutover issues and their resolution
 Ensures communication to all stakeholders
OCM Team Lead  Provides formal communications
Team Leads  Create cutover schedule for team as input to the master cutover schedule
Legacy Team  Extract data
 Provide reports to aid in validation
Data Migration Team Lead  Creates cutover schedule for data migrations as input to the master cutover schedule
 Manages data loads prior to cutover
 Documents results of each data load
Data Migration Team  Execute migrations
 Provide aid in validation
Business Team Members  Validate converted data and resolve errors
 Identify and execute key process tests
Project Team  Hyper care period support
Site Coordinators  Manages site readiness
 Manages site issues and their resolution
Key Users  First line support

Long term Responsibility
 Inventory of legacy systems
 Identify systems to sunset
 Identify any modifications needed
 Inventory of batch processes to reschedule or cancel
 Identification of security access requirements
 During cutover
 Post Go Live

Migration Team Responsibility
 Determine whether migration is:
 One-time
 Multiple times for a file with deltas
 Determine approach to dual maintenance, as required
 Determine sequence of migrations
 Document migration quality tracking in Migration Quality Tracking
spreadsheet
 Track record counts, validation work, and time requirements
 Create an individual spreadsheet for each data load including unit test, simulation loads,
training migration, etc.
 Aid the business to cleanse and validate the data

Migration Team Responsibility
 Purpose
 Objectives & Goal
 Migration Plan Strategy & Methods
 Planning & Accelerated SAP, (ASAP) Phases
 Migration Planning High Level Activities
 Go-Live Scope of Activities & Migration
 Key Team Members Worksheet
 Migration/Cutover Schedules
 Top Assumptions

Purpose
The Migration Plan identifies the activities to be performed during the cutover
process from getting started through execution of all related tasks: Planning,
Acceptance and Execution.
The plan further defines the activities required to facilitate a smooth transition
into production for additional SAP functionality.
The major activities of Migration are the migration of master data and getting
the Production SAP system functionally and technically ready.
The Migration Plan template is to be re-useable for each separate Migration
effort (release schedule).

Objectives and Goals
Objectives
 Establish the Process for the Actual
Go-Live Transition
 Define the Approach and Framework
for executing the Cutover
 Establish Approval Criteria for
Formal Cutover Acceptance
 Define Project Team Activities, Roles
& Responsibilities
 Define Organization Team Activities,
Roles & Responsibilities
 Define Project Management
Activities, Roles and Responsibilities
Goal
The Goal is a plan to ensure a smooth
transition to production
Deployment
Organization
Training Data
Security
System
Design
Technical
Infrastructure
Production
IT
Driven
Items
Business
Driven
Items

Migration Plan Strategy & Methods
For each SAP Project Schedule, (release) there will be a separate set of
Migration documents created using the following Migration templates:
 Cutover Schedule
 Cutover Checklist
 Final Cutover Checklist
A Cutover Schedule will be maintained for each release schedule tracking all
key area milestone dates to ensure all areas are coming together for the
individual Migration effort.
 A Cutover Checklist will be created with all necessary detail and
dependencies and tested/updated via the cutover simulations and lessons
learned process.
Acceptance criteria by key area will be defined for each Migration effort using
the Final Cutover Acceptance Checklist template.
Lessons Learned from each Migration effort are to be evaluated and included
as updates to the Migration Plan going forward.

Migration Planning & AcceleratedSAP Phases
Create Initial
Migration
Plan
Go-Live &
Support
Blueprint Phase Realization Phase Final Preparation Phase Go-Live
Revise & Finalize
Migration Plan
Execute
Migration Plan

Migration Planning High Level (Activities)
Test/Re-Test Data
Migration
Programs & Files
Test/Re-Test Data
Migration
Files
Finalize Data
Migration
Files
Go-Live
Ongoing
System
Maintenance
Test Cutover Activities, Execute
Volume & Stress Testing
(Repeat 3X min), Payroll
Interface Testing w/Customer Data
Move Transports into
Production, Data migration
& Validation in Production,
(Execute All Cutover Activities)
Create & Load
Data
Migration
Files
Develop Volume
& Stress Test Scenarios
Apply Latest Support
Packs to DEV/QA/Prod
Production
Support
Organization Readiness Planning
Create End-User
Training Plans
Create SAP Training Materials,
Customer Acceptance
(CAT), Regression &
Security Roles & Rights Testing
Conduct
End-User
Training
Realization Phase Final Preparation PhaseGo-Live

Go-Live Scope of Activities
Migration
Plan Key
Components
• Cutover Strategy
• Cutover Schedule
• Cutover Checklist
• Final Cutover
Acceptance
Checklist)
• Technical,
(Infrastructure)
• Functional
(System Design)
• Development
(System Design)
• Authorizations
(Security Roles &
Rights))
• Data Cleansing
• Data migration
• Training
• Organization
Change
Management
• Project
Management
• Infrastructure
• System Design
• Security
• Data
• Training
• Organizational
• Deployment
Key Areas Acceptan
ce Criteria
Legacy Source
Data for migration
Legend:
1. Items highlighted in blue are “directly” related to
Migration & are tested via the Migration process.
2. Items highlighted in black are “indirectly” related to
Migration with the final outcome of the testing being
incorporated into the Migration effort.
3. Items highlighted in grey are not part of the Migration
effort and are tracked to ensure the overall success
of the implementation.

Top Assumptions
 System design work (configuration and enhancements) in scope have been completed and integration tested
end-to-end.
 Interfaces from SAP to external Customer systems in scope have been completed and integration tested end-
to-end (with new data set), with receiving system resources confirming both receipt and acceptance. (Requires
downstream systems (including those connected to XI) to be locked into SAP integration testing and acceptance
schedule.)
 Additional development work (authorizations, reports, forms, migrations, etc.) in scope have been completed
and tested.
 Data to be converted into the new SAP environment has been cleansed, validated and approved for migration
into SAP.
 The cutover approval process is timely and is based on the approval criteria defined as part of the Migration
plan for both the Business owners and Information Technology areas involved.
 Pre-requisite and parallel activities are completed and approved prior to the go-live (security roles and rights
testing, customer acceptance testing, end-user training, organizational change management activities, etc.).
 Resource constraints will be managed based on priority, criticality and urgency.
 Each team involved retains the resources and skill sets required to complete the tasks related to their respective
areas in the time needed.
 No historical data is part of migration/cutover process into SAP for the go-live.

Business Responsibilities
 The business identifies:
 Key personnel and staffing plans
 New data requirements
 Preparation for cutover
o Business preparation activities
o Process cut off milestones
 Alternative business processes for transition periods
 Acceptable business shut-down window
 Key processes to execute in production after data migration
 End user requirements
– Training or certification requirements
– Log on distribution logistics and requirements
– Start up procedures
– Business resources for cutover:
o Key Users
o Site Coordinators
 The business is responsible for the data
 Cleansing
 Validating
 Determine dual maintenance requirements, if any

Cutover Schedule
 Each functional, data, and technical team lead to maintain a list of cutover
activities in Team Cutover Schedule
 Created before migration to QA box
 Provided to Cutover Manager for use in QA build
 Once provided to Cutover Manager, the Team schedules are no longer maintained, as there
is only one Master Cutover Schedule
 Cutover Manager merges the Team Schedules into the Master Cutover
Schedule
 Executes merged schedule to build QA box, Prod box, simulation cutovers, and cutover to
production
 Updates schedule as needed to provide the most error-free cutover to production
 Re-uses the schedule for each
 The Master Cutover Schedule leverages MS Project’s predecessor and
successor functionality to enable forecasting of time requirements for cutover

Cutover Simulations
 Each functional, data, and technical team lead to maintain a list of cutover
activities in Team Cutover Schedule
 Created before migration to QA box
 Provided to Cutover Manager for use in QA build
 Once provided to Cutover Manager, the Team schedules are no longer maintained, as there
is only one Master Cutover Schedule
 Cutover Manager merges the Team Schedules into the Master Cutover
Schedule
 Executes merged schedule to build QA box, Prod box, simulation cutovers, and cutover to
production
 Updates schedule as needed to provide the most error-free cutover to production
 Re-uses the schedule for each
 The Master Cutover Schedule leverages MS Project’s predecessor and
successor functionality to enable forecasting of time requirements for cutover

Cutover Communications
Audience Responsible Method Frequency
Project Team Cutover Shift
Manager
Project Schedule on
shared drive
Voice mail status
Minimum of hourly
Cutover Person
Responsible
Cutover Shift
Manager
Phone As needed, two hours
before needed
Steering Committee
and Management
Cutover Shift
Manager
Voice mail status Minimum of every 4
hours
Site Coordinators Cutover Shift
Manager
Open teleconference
line
Minimum of daily
Stakeholders OCM Manager Formal email At pre-determined
points

Contingency Plan
 Risks and mitigations for cutover
 Time required to restore legacy
 Position decision points for proceeding with next steps
 Identify acceptance requirements for each decision point

Implementation Support
 Hyper care period
 Project team staffs cutover room for 2 weeks
 Schedule developed for 24 x 7 support
 Help Desk phone line coordination
 Long term
 Handover to Help Desk after 2 weeks

Logistics
 All cutover activities performed in Conference Room 101
 Cutover Shift Manager contacts person who is next up for execution at least
2 hours in advance
 If you are on the cutover schedule, check the phone line for status
 All project team members
 Remain within 1 hour driving distance of the conference room from 12/29 – 1/2
 Are reachable via telephone 24 x 7 from 12/25 – 1/6
 Building Entry cards function 24 x 7 from 12/20 – 1/15
 Food served for cutover team members
 Count taken from Cutover Shift Schedule
 If you are additional team member, add your name to list at …
Contact List.xls is located at …
 Update your information

Thank You!
Contact information:
F name MI. L name
Title
Address
Phone number

GV2-TM-CM-PR-Cutover Strategy Template-V1.ppt

More Related Content

What's hot (20)

Similar to GV2-TM-CM-PR-Cutover Strategy Template-V1.ppt (20)

Recently uploaded (20)

GV2-TM-CM-PR-Cutover Strategy Template-V1.ppt