Cutover Strategy

Date
SAP CONFIDENTIAL
Opportunity Roadmap - Fact sheet
<Opp.name> <Client name>

(with details becomes Cutover

Opp / Pipe ID Company Current
Phase
Mastercode Opp Owner Closing
Month
last
change
* 1.000
EUR

Kickoff)
Organization of Opportunity Team
Management Sponsor of MU
Clients Need To Act
 Business Situation (facts), Their Problem,
Impact, Need to Act; What if they do nothing?
Overview of our Offer
 Solution Scope
 Field Service Value Proposition
Responsible Consulting Manager  SAPs USPs (differentiators)

Opportunity Team (+ Role)

 N.N. (Bid Manager)
 N.N. (Solution Architect)
Client
 N.N. (Industry Expert)
Actual Status/Results Risks/ Threats
 N.N. (…)  abc  abc
Project Name … …
 Customer Responsible (GAD, GAM, AE,
CEM/CP)
 N.N.
Opportunity Owner

CEM / CP
Involved Partner name

AE / AM Competitors Next Steps

Education Revenue X€
1. …. 1. …
Date
Solution Fit Y 2. …

Customer Feedback G

Conditions/Budget R
Margin X%
Staffing/Delivery R
Price-/Project Type Fixed Price
Probability (personal
35 %
© 2011 SAP AG.
judgment)
All rights reserved. GD Days X days 1
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

© 2011 SAP AG. All rights reserved. 2

Cutover Strategy

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

© 2011 SAP AG. All rights reserved. 3

High Level Cutover Timeline
Mo October November December January
W 3 4 1 2 3 4 1 2 3 4 1 2 3 4 1 2 3 4
k

1 Business
Preparation
2 Production
Environment
Cutover Simulations
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
r
pu ke
10 Security access m
Lu gsto rk
enabled a
a sin Yo
l
Ku Ba ew
11 Go Live N

12 Go Live Support –
Hyper Care
13 Go Live Support –
Long Term
© 2011 SAP AG. All rights reserved. 4
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

© 2011 SAP AG. All rights reserved. 5

Cutover Organization

Cutover Manager

Legacy Data Migration Functional OCM

Team Lead Team Lead Team Lead Team Lead

Legacy Data Migration Business

Team Team Team Member

Site coordinators

Key users

© 2011 SAP AG. All rights reserved. 6

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

© 2011 SAP AG. All rights reserved. 7

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

© 2011 SAP AG. All rights reserved. 8

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

© 2011 SAP AG. All rights reserved. 9

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

© 2011 SAP AG. All rights reserved. 10

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).

© 2011 SAP AG. All rights reserved. 11

Objectives and Goals

Objectives Goal

Establish the Process for the Actual The Goal is a plan to ensure a smooth
Go-Live Transition transition to production

 Define the Approach and Framework IT

Driven
for executing the Cutover Technical
Infrastructure
Items
System

Establish Approval Criteria for

Deployment
 Design

Formal Cutover Acceptance

Production

 Define Project Team Activities, Roles Organization Security

& Responsibilities
Define Organization Team Activities, Business
Training Data

Roles & Responsibilities Driven

Items
Define Project Management
Activities, Roles and Responsibilities

© 2011 SAP AG. All rights reserved. 12

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.

© 2011 SAP AG. All rights reserved. 13

Migration Planning & AcceleratedSAP Phases

Blueprint Phase Realization Phase Final Preparation Phase Go-Live

Create Initial Execute

Revise & Finalize Go-Live &
Migration Migration Plan Support
Migration Plan
Plan

© 2011 SAP AG. All rights reserved. 14

Migration Planning High Level (Activities)

Create & Load

Test/Re-Test Data Test/Re-Test Data Finalize Data
Data Go-Live
Migration Migration Migration
Migration
Programs & Files Files Files
Files

Develop Volume Test Cutover Activities, Execute Move Transports into Ongoing
& Stress Test Scenarios Volume & Stress Testing Production, Data migration System
Apply Latest Support (Repeat 3X min), Payroll & Validation in Production, Maintenance
Packs to DEV/QA/Prod Interface Testing w/Customer Data (Execute All Cutover Activities)

Create SAP Training Materials,

Customer Acceptance Conduct
Create End-User Production
(CAT), Regression & End-User
Training Plans Support
Security Roles & Rights Testing Training

Organization Readiness Planning

Realization Phase Final Preparation Phase Go-Live

© 2011 SAP AG. All rights reserved. 15

Go-Live Scope of Activities

Migration
Plan Key Key Areas Acceptan Legacy Source
Components ce Criteria Data for migration

• Cutover Strategy • Technical, • Infrastructure

• Cutover Schedule (Infrastructure)
• System Design
• Cutover Checklist • Functional (System
Design) • Security
• Final Cutover • Development • Data
Acceptance (System Design)
Checklist) • Training
• Authorizations • Organizational
(Security Roles &
Rights)) • Deployment
• Data Cleansing
Legend:
• Data migration
• Training 1. Items highlighted in blue are “directly” related to
Migration & are tested via the Migration process.
• Organization
Change 2. Items highlighted in black are “indirectly” related to
Management Migration with the final outcome of the testing being
• Project incorporated into the Migration effort.
Management
3. Items highlighted in grey are not part of the Migration
effort and are tracked to ensure the overall success
of the implementation.
© 2011 SAP AG. All rights reserved. 16
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.

© 2011 SAP AG. All rights reserved. 17

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

© 2011 SAP AG. All rights reserved. 18

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

© 2011 SAP AG. All rights reserved. 19

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

© 2011 SAP AG. All rights reserved. 20

Cutover Communications

Audience Responsible Method Frequency

Project Team Cutover Shift Project Schedule on Minimum of hourly

Manager shared drive

Voice mail status

Cutover Person Cutover Shift Phone As needed, two hours
Responsible Manager before needed

Steering Committee Cutover Shift Voice mail status Minimum of every 4

and Management Manager hours

Site Coordinators Cutover Shift Open teleconference Minimum of daily

Manager line

Stakeholders OCM Manager Formal email At pre-determined

points

© 2011 SAP AG. All rights reserved. 21

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

© 2011 SAP AG. All rights reserved. 22

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

© 2011 SAP AG. All rights reserved. 23

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

© 2011 SAP AG. All rights reserved. 24

Thank You!

Contact information:

F name MI. L name

Title
Address
Phone number