ITPD PRODUCTION CUTOVER STRATEGY February 12, 2009

ITPDPRODUCTION CUTOVER STRATEGY

February 12, 2009

2 04/19/23

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

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Definition1

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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

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Cutover Overview & Objectives2

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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

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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 environmentUltimately, we need to ensure we have a comprehensive step-by-step plan to ensure our

success in smoothly migrating to the new Production system

DeploymentDeployment

CommunicationsEnd User Training

ChangeCutoverSite 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.

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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

DeploymentDeployment

CommunicationsEnd User Training

ChangeCutoverSite 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.

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Cutover Components and Approach3

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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

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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…

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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

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Client Deployment

Mock Cutover 1

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




Mock Cutover2

Mock Cutover2

Production Cutover

Production Cutover

• [Prod site] is built for the first time

• Take a back up and restore the back-up to test restore works




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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

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Key Final Cutover Deliverables4

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Key Final Cutover Deliverables

Cutover Plan (MS Project Plan)

Business Transaction Freeze

Document (excel)

I nterim Business Process Document

(excel)

Site Coordinators Checklist

Legacy System Coordinators List

(excel)

Integrated system and business transition activities by threads:Infrastructure/system buildData conversionLegacy systemsSecurityBusiness/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

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Business Transaction Freeze Template

Use this template to track all frequent business transactions that will require a freeze prior to production

1

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Cutover Plan Template2

The cutover workplan will provide a detailed minute by minute, step by step account of all activities involved with the production cutover

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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 formsSystem Capture: Provide Transaction code)

Associated Risks & Contingency Plan(Outline risks with external and internal impacts involving process, people, or systemsProvide 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

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Site/Legacy System Coordinators Checklist4

Use this template to identify and track detailed tasks necessary for site and legacy system preparation

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Cutover Schedule5

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Overall Cutover Timeline

Oct Dec Jan9 16 23 30 6 13 20 27 4 11 18 25 1 8 15 22

Nov

BRT BRT

- Preparation

- Execution

Production CutoverProduction Cutover

- Planning

Final Go/No-Go Decision

MC-1 Complete

Draft Cutover PlanDraft Cutover Plan

Revise PlanRevise Plan

Cutover Strategy Finalized

Cutover PlanningCutover Planning

Mock Cutover - 1Mock Cutover - 1

Cutover & Dress RehearsalsCutover & Dress Rehearsals

Feb29 5 12

Mock Cutover - 2Mock Cutover - 2

MC-1 Plan Finalized

MC-2 Plan Finalized

Confirm PlanConfirm Plan

Production Cutover Plan Finalized

MC-2 Complete

Stress TestStress Test

- Parallel Activities

Price testPrice test

IT2 (EQ1-120)IT2 (EQ1-120) IT3 (EQ1-110)IT3 (EQ1-110)

GoLiv

eEQ1-110EQ1-110EP1-100EP1-100EP1-100EP1-100

EQ1-120EQ1-120EQ1-140EQ1-140EQ1-140EQ1-140

The schedule provides key milestones from cutover planning to execution

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Production Cutover Timeline

Production BuildProduction Build

Restore from

Backup

Apply Transport

Deltas

Validate system

PRD system

ready

Data ExtractsData Extracts

Master Data LoadsMaster Data Loads

Delta LoadsDelta LoadsPre-Data Load ActivitiesPre-Data Load Activities Post-Data Load ActivitiesPost-Data Load Activities

+ 2 Weeks (1/15)+3 Weeks (1/8) + 1 Weeks (1/22) + 1 Week (1/29) + 3 WeeksFriday – Sunday (1/26-1/28)

Final Go/No-GoDecision

Trans. Data LoadsTrans. 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 WeekendPost-Cutover WeekendCutover WeekendCutover WeekendPre-Cutover WeekendPre-Cutover Weekend

Transactional Data ExtractsDelta ExtractsInitial data Extracts

The schedule provides key milestones and activities related to pre-cutover through cutover

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Entrance and Exit Criteria6

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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 DescriptionMock

Cutover 1Mock

Cutover 2Cutover

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

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Cutover Entrance Criteria (continued)

Entrance Criteria


Cutover 1Mock

Cutover 2Cutover

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

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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


Cutover 1Mock

Cutover 2Cutover

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

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Organization and Roles & Responsibilities

7

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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 TeamTBD on a team by team basis

Functional, Technical, MD

teams

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Cutover Team Organization

RP&A Project TeamRP&A Project

LeadershipRP&A Project

Leadership

Cutover Execution Team

Master data teamMaster data team


Cutover Core Team

DataData

LegacyLegacy DevDev

EDIEDI

InfraInfra

SecuritySecurity

OTI-OMOTI-OM OTI-Pricing

OTI-Pricing

OTI-Logistics

OTI-Logistics

ITCITC XIXIADESSOADESSOBESTBEST

Cutover LeadCutover Lead Cutover Support Team

Cutover Support Team

Functional TeamsFunctional TeamsTechnical TeamsTechnical Teams

OTI-Art TrackingOTI-Art

Tracking

Site Readiness

Lead

Site Readiness

Lead

Site Coordinator

Site Coordinator

Site Coordinator

Site Coordinator

Site Coordinator

Site Coordinator

Site Coordinator

Site Coordinator

Update with team organization chart

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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

STAR Project TeamSTAR Project Leadership


Master data team


Cutover Core Team

Data

Legacy Dev

EDI

Infra

Security

OTI-OMOTI-

PricingOTI-

Logistics

ITC ?????????

Cutover Manager


Functional TeamsTechnical Teams

Integration Mgr

OTI-Art Tracking

32 04/19/23


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



Master data team


Cutover Core Team

Data

Legacy Dev

EDI

Infra

Security

OTI-OMOTI-

PricingOTI-

Logistics

ITC ?????????

Cutover Manager



Integration Mgr

OTI-Art Tracking

33 04/19/23


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



Master data team


Cutover Core Team

Data

Legacy Dev

EDI

Infra

Security

OTI-OMOTI-

PricingOTI-

Logistics

ITC ?????????

Cutover Manager



Integration Mgr

OTI-Art Tracking

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Cutover Team Contacts

Name Role Office Phone Mobile Phone Email

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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)

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Next Steps & Contact8

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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 04/19/23

Contact InformationFor additional information on this process, please contact…

Contact Name

Email Phone

Primary Fname Lname 773-999-9999

Secondary

Fname Lname 773-999-9999

Documents

ITPD PRODUCTION CUTOVER STRATEGY February 12, 2009