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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
12/4/20142 ©2014 Deltek, Inc. All Rights Reserved
Project Timeline
Types of Projects
What we have seen
Integrating your cutover plan into the overall project plan or ITL
ITL Example
RASCI
Components of a Cutover plan
Things to Consider
Q&A
Project Timeline - Overall
12/4/20143 ©2014 Deltek, Inc. All Rights Reserved
DecOctSepAugJulyJuneAprilMarchFebJan May Nov
2015
Project
Planning
Design &
Config
SIT
UAT
Cutover
Go
Live
Project Timeline - Cutover
12/4/20144 ©2014 Deltek, Inc. All Rights Reserved
DecOctSepAugJulyJuneAprilMarchFebJan May Nov
2015
Cutover
Go
Live
• 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
12/4/20145 ©2014 Deltek, Inc. All Rights Reserved
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….
12/4/20146 ©2014 Deltek, Inc. All Rights Reserved
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
12/4/20147 ©2014 Deltek, Inc. All Rights Reserved
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
12/4/20148 ©2014 Deltek, Inc. All Rights Reserved
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
ITL
12/4/20149 ©2014 Deltek, Inc. All Rights Reserved
High level calendar (milestones) Jami (1)
RASCI Matrix – Roles Defined
12/4/201410 ©2014 Deltek, Inc. All Rights Reserved
• 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
12/4/201411 ©2014 Deltek, Inc. All Rights Reserved
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
Cutover Plan Components
12/4/201412 ©2014 Deltek, Inc. All Rights Reserved
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 forOpen 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
Time frame varies based on
Project – go live minus 60 days to
go live minus a few days
Cutover Plan Components
12/4/201413 ©2014 Deltek, Inc. All Rights Reserved
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
Prior gates should be closed – SIT,
UAT etc.
Cutover Plan Components
12/4/201414 ©2014 Deltek, Inc. All Rights Reserved
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 forOpen 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
Project Issues log won’t be closed,
but each item should have
resolution path with owners and
dates
Cutover Plan Components
12/4/201415 ©2014 Deltek, Inc. All Rights Reserved
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
Hardware installed, software
loaded.
Best practice is production is on a
separate server from test
Cutover Plan Components
12/4/201416 ©2014 Deltek, Inc. All Rights Reserved
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
Production URL is tested. Typically
Re-Structures and Splits do not
require new or updates to existing
connectivity
Cutover Plan Components
12/4/201417 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201418 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
For carve outs and splits, don’t
forget to de-activate users that are
no longer with your company
Cutover Plan Components
12/4/201419 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Novating contracts, new billing
formats, new vendor setup forms,
etc.
Cutover Plan Components
12/4/201420 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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 XWhether internal or external,
confirm thoroughly tested and
external timeline and
coordination to make changes
Cutover Plan Components
12/4/201421 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Documented acceptance of
both inbound (sales taxes,
benefits) or outbound (banking
files)
Cutover Plan Components
12/4/201422 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
On call schedule communicated,
war room in place, and don’t
forget to feed the team!
Cutover Plan Components
12/4/201423 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201424 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
Readiness: Backout Plan Tested
X X X X X X
Communication: Plan X X 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
Execute a disaster recovery – for
example, test your plan to back out
the data you loaded if you need to
postpone after you begin
Cutover Plan Components
12/4/201425 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
Readiness: Backout Plan Tested
X X X X X X
Communication: Plan X X 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
Messaging method for each
communication (internal and
external) Tell your employees,
customers, vendors, suppliers.
Cutover Plan Components
12/4/201426 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
Readiness: Backout Plan Tested
X X X X X X
Communication: Plan X X 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 XNew URL for an upgrade,
what elements are changing
in the re-structure and what
they impact (T&E, CER etc.)
Cutover Plan Components
12/4/201427 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
Readiness: Backout Plan Tested
X X X X X X
Communication: PlanX X 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
Links to internal websites,
sharepoint docs, QRCs,
Desktop guides, product
documentation, etc.
Cutover Plan Components
12/4/201428 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
Readiness: Backout Plan Tested
X X X X X X
Communication: Plan X X 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
Publish POC info to users,
and include escalation path
Cutover Plan Components
12/4/201429 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201430 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Publish crosswalks and logic on
intranet and SharePoint, include
document links in project
communications etc.
Cutover Plan Components
12/4/201431 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Publish internal helpdesk process
including operational hours and
escalation. Highlight
communication options (phone,
text, email, live chat)
Cutover Plan Components
12/4/201432 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Advanced communication of
downtime schedule and then
confirmation communication as
you execute the downtime
Cutover Plan Components
12/4/201433 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
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
Cutover Plan Components
12/4/201434 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Just in time training using
your data, integrate training
into your overall project plan
Cutover Plan Components
12/4/201435 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201436 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Confirm users have logged
in and they have been
assigned the appropriate
roles and rights
Cutover Plan Components
12/4/201437 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Use version control and
archive final approved
mappings, including
crosswalks, logic and rules.
Cutover Plan Components
12/4/201438 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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 X X X X X
Go/No Go criteria is identified
and agreed upon in advance,
present readiness for each item
Cutover Plan Components
12/4/201439 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Begin limiting access and keep
future periods closed. Close
each subsidiary ledger journal as
you finalize.
Cutover Plan Components
12/4/201440 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Make sure all journals are
posted and there are no
transactions in an “edit” state.
Cutover Plan Components
12/4/201441 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201442 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
This should be a repeat of the
process you used during testing,
not a new process
Cutover Plan Components
12/4/201443 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Legacy system is basically read
only mode, ability to print reports
etc.
Cutover Plan Components
12/4/201444 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Access limited to Tiger Team
Cutover Plan Components
12/4/201445 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
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.
Cutover Plan Components
12/4/201446 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Leverage reconciliation /
validation checklist from test
conversions
Cutover Plan Components
12/4/201447 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201448 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Go / No Go checklist to open
the system to users
Cutover Plan Components
12/4/201449 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Examples of post go live loads
include: General Ledger, Billing and
Project History. Timeframe
dependent on legacy system
closeout.
Cutover Plan Components
12/4/201450 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Commence deployment of
scheduled reports (“pushed
reports”)
Cutover Plan Components
12/4/201451 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Users are able to input their time
into T&E.
System is now ready to schedule
incremental updates to T&E.
Cutover Plan Components
12/4/201452 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Legacy system should be in
“read only” mode to prevent any
post data extraction changes.
Initiate system archival plan
Cutover Plan Components
12/4/201453 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Cutover Plan Components
12/4/201454 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Create new / update existing
as needed.
Cutover Plan Components
12/4/201455 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Run custom “Error Check” reports
prior to import of labor.
Cutover Plan Components
12/4/201456 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Confirm deductions, taxes were
properly calculated and withheld.
Confirm Gross to Net. If mid-year
conversion, confirm your withholding
limits.
Cutover Plan Components
12/4/201457 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Reconcile subsidiary ledgers,
pools, revenue, commitments etc.
Cutover Plan Components
12/4/201458 ©2014 Deltek, Inc. All Rights Reserved
New Implementations
Upgrades Data Re-Structures
Merges Splits Carve Outs
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
Confirm ceilings / overrides,
formats, addresses, supporting
schedules etc.
Congratulations on your successful Go Live!
Other Things to Consider
12/4/201459 ©2014 Deltek, Inc. All Rights Reserved
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
food
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)
12/4/201460 ©2014 Deltek, Inc. All Rights Reserved
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
role
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)
12/4/201461 ©2014 Deltek, Inc. All Rights Reserved
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
703.622.6550
www.LexellBlue.com
Jami Benson
703.608.9490
www.LexellBlue.com