gcs 54 - countdown to go live, secrets to a stress free cutover plan.pdf · · 2017-11-20gcs 54 -...

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

Project Timeline

Types of Projects

What we have seen

Integrating your cutover plan into the overall project plan or ITL

ITL Example

Components of a Cutover plan

Things to Consider

Project Timeline - Overall

DecOctSepAugJulyJuneAprilMarchFebJan May Nov

Project

Planning

Design &

Config

Cutover

Project Timeline - Cutover

DecOctSepAugJulyJuneAprilMarchFebJan May Nov

Cutover

• 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

for transactions

• Post-Go Live planned activities

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

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…

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

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

High level calendar (milestones) Jami (1)

RASCI Matrix – Roles Defined

• Those who do the work to achieve the tasksResponsible

• The one ultimately answering for the correct and thorough completion of the task; and the one who delegates to those responsible

Accountable

• Resources allocated to responsible (unlike consulted, who may provide input to the task, support help complete the task)

Supported

• Those whose opinions are sought, typically SMEsConsulted

• Those who are kept up-to-date on progressInformed

Cutover Plan Components

New Implementations

Upgrades Data Re-Structures

Merges Splits Carve Outs

Gate Review: Begin Countdown for Cutover

X X X X X X

Gate Review: Sign Offs of prior project phases

X X X X X X

Gate Review:Resolution Path for Open Issues

X X X X X X

Readiness: Production Hardware

X X X X X X

Readiness: Remote Connectivity

X X N/A X N/A X

New Implementations

X X X X X X

Gate Review:Resolution Path forOpen Issues

X X X X X X

X X N/A X N/A X

Time frame varies based on

Project – go live minus 60 days to

go live minus a few days

New Implementations

X X X X X X

X X N/A X N/A X

Prior gates should be closed – SIT,

UAT etc.

New Implementations

X X X X X X

Gate Review:Resolution Path forOpen Issues

X X X X X X

X X N/A X N/A X

Project Issues log won’t be closed,

but each item should have

resolution path with owners and

New Implementations

X X X X X X

X X N/A X N/A X

Hardware installed, software

loaded.

Best practice is production is on a

separate server from test

New Implementations

X X X X X X

X X N/A X N/A X

Production URL is tested. Typically

Re-Structures and Splits do not

require new or updates to existing

connectivity

New Implementations

Readiness: Security & User Setup / Deactivation

X X N/A X X X

Readiness: External Coordination

X N/A X X X X

Readiness: Interfaces -Payroll

X X X X X X

Readiness: Interfaces -Other

X X X X X X

Readiness: Tiger Team X X X X X X

New Implementations

X X N/A X X X

X N/A X X X X

X X X X X X

For carve outs and splits, don’t

forget to de-activate users that are

no longer with your company

New Implementations

X X N/A X X X

X N/A X X X X

X X X X X X

Novating contracts, new billing

formats, new vendor setup forms,

New Implementations

X X N/A X X X

X N/A X X X X

X X X X X X

Readiness: Tiger Team X X X X X XWhether internal or external,

confirm thoroughly tested and

external timeline and

coordination to make changes

New Implementations

X X N/A X X X

X N/A X X X X

X X X X X X

Documented acceptance of

both inbound (sales taxes,

benefits) or outbound (banking

files)

New Implementations

X X N/A X X X

X N/A X X X X

X X X X X X

On call schedule communicated,

war room in place, and don’t

forget to feed the team!

New Implementations

Readiness: Backout Plan Tested

X X X X X X

Communication: Plan X N/A X X X X

Communication: What is Changing and When

X X X X X X

Communication: Sources of Information

X X X X X X

Communication: POCs by function

X X X X X X

New Implementations

X X X X X X

Communication: Plan X X X X X X

X X X X X X

Execute a disaster recovery – for

example, test your plan to back out

the data you loaded if you need to

postpone after you begin

New Implementations

X X X X X X

Messaging method for each

communication (internal and

external) Tell your employees,

customers, vendors, suppliers.

New Implementations

X X X X X X

X X X X X XNew URL for an upgrade,

what elements are changing

in the re-structure and what

they impact (T&E, CER etc.)

New Implementations

X X X X X X

Communication: PlanX X X X X X

X X X X X X

Links to internal websites,

sharepoint docs, QRCs,

Desktop guides, product

documentation, etc.

New Implementations

X X X X X X

Publish POC info to users,

and include escalation path

New Implementations

Communication: Old to New Crosswalks

X N/A X X N/A X

Communication: Help Desk Support

X X X X X X

Communication:System Downtime

X X X X X X

User Readiness: Desktop Procedures

X X X X X X

User Readiness: Training

X X X X X X

New Implementations

X N/A X X N/A X

X X X X X X

Publish crosswalks and logic on

intranet and SharePoint, include

document links in project

communications etc.

New Implementations

X N/A X X N/A X

X X X X X X

Publish internal helpdesk process

including operational hours and

escalation. Highlight

communication options (phone,

text, email, live chat)

New Implementations

X N/A X X N/A X

X X X X X X

Advanced communication of

downtime schedule and then

confirmation communication as

you execute the downtime

New Implementations

X N/A X X N/A X

X X X X X X

These are often planned for, but

then become “Nice to Have”

versus required for go live.

Make it a priority early on and do

it as you go

New Implementations

X N/A X X N/A X

X X X X X X

Just in time training using

your data, integrate training

into your overall project plan

New Implementations

User Readiness: Login Details and Access Tested

X X N/A X N/A X

Data Conversion: Final Crosswalk Files

X N/A X X X X

Gate Review: Go / No Go Decision

X X X X X X

Legacy System:Restricting New Transactions

X N/A N/A X N/A N/A

Legacy System: Closing process

X N/A N/A X N/A N/A

New Implementations

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

Confirm users have logged

in and they have been

assigned the appropriate

roles and rights

New Implementations

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

Use version control and

archive final approved

mappings, including

crosswalks, logic and rules.

New Implementations

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 X X X

Go/No Go criteria is identified

and agreed upon in advance,

present readiness for each item

New Implementations

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

Begin limiting access and keep

future periods closed. Close

each subsidiary ledger journal as

you finalize.

New Implementations

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

Make sure all journals are

posted and there are no

transactions in an “edit” state.

New Implementations

Legacy System: Data Extraction

X N/A N/A X X X

Legacy System:-Restricting Access

X N/A N/A X X X

Readiness: System Downtime & User Lockout

X X X X X X

Data Conversion: Staged Data Loads

X N/A N/A X N/A X

Data Conversion:Reconciliation / Validation

X X X X X X

New Implementations

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

This should be a repeat of the

process you used during testing,

not a new process

New Implementations

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

Legacy system is basically read

only mode, ability to print reports

New Implementations

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

Access limited to Tiger Team

New Implementations

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

If appending data into existing

table with data be sure to backup

the table prior to the load to enable

an immediate “before” snapshot for

reconciliation purposes.

New Implementations

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

Leverage reconciliation /

validation checklist from test

conversions

New Implementations

Gate Review: Production system ready for transactions

X X X X X X

Go Live: Planned Post Go Live Loads

X N/A N/A N/A N/A N/A

Go Live : Executereports (CER)

X X X X X X

Go Live: Export from CP to T&E

X X X X X X

Legacy System:Archived Audit Copy X X X X X X

New Implementations

X X X X X X

Go / No Go checklist to open

the system to users

New Implementations

X X X X X X

Examples of post go live loads

include: General Ledger, Billing and

Project History. Timeframe

dependent on legacy system

closeout.

New Implementations

X X X X X X

Commence deployment of

scheduled reports (“pushed

reports”)

New Implementations

X X X X X X

Users are able to input their time

into T&E.

System is now ready to schedule

incremental updates to T&E.

New Implementations

X X X X X X

Legacy system should be in

“read only” mode to prevent any

post data extraction changes.

Initiate system archival plan

New Implementations

Post Go Live: Process Server - Parameters and Batches

X X X X X X

Post Go Live: First cycle of Labor

X X X X X X

Post Go Live: First cycle of Payroll

X X X X X X

Post Go Live: First cycle of Month End Close

X X X X X X

Post Go Live: First cycle of Billing

X X X X X X

New Implementations

X X X X X X

Create new / update existing

as needed.

New Implementations

X X X X X X

Run custom “Error Check” reports

prior to import of labor.

New Implementations

X X X X X X

Confirm deductions, taxes were

properly calculated and withheld.

Confirm Gross to Net. If mid-year

conversion, confirm your withholding

limits.

New Implementations

X X X X X X

Reconcile subsidiary ledgers,

pools, revenue, commitments etc.

New Implementations

X X X X X X

Confirm ceilings / overrides,

formats, addresses, supporting

schedules etc.

Congratulations on your successful Go Live!

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

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.

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

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

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

Questions?

For more information please contact:

Kelly Nighland

KellyNighland@LexellBlue.com

703.622.6550

www.LexellBlue.com

Jami Benson

JamiBenson@LexellBlue.com

703.608.9490

www.LexellBlue.com

gcs 54 - countdown to go live, secrets to a stress free cutover plan.pdf · · 2017-11-20gcs 54 -...

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