Client

Project Name
Cutover Strategy Opportunity
(with details becomes Cutover Kickoff) Owner
CEM / CP
SAP
2017 AE / AM

INTERNAL Date
Agenda

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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 2

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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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
Preparation Cutover Simulations

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
10 Security access pu k e
m
enabled Lu gsto rk
la
a sin Yo
Ku Ba ew
11 Go Live N
12 Go Live Support –
Hyper Care

13 Go Live Support –
Long Term

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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 criteria 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 8

Migration Team Responsibility

• Determine whether migration is:

• One time
• Multiples 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 works, 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 9

Migration Team Responsibility

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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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-usable for each separate Migration effort (release
schedule).

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 11

Objectives and Goals

Objectives Goal
• Establish the Process for the Actual Go-Live The Goal is plan to ensure a smooth transition to
Transition production
• Define the Approach and Framework for
executing the Cutover
IT
• Establish Approval Criteria for Formal Cutover Driven
Items
Acceptance
• Define Project Team Activities, Roles, &
Responsibilities
• Define Organization Team Activities, Roles &
Responsibilities
• Define Project Management Activities, Roles Business
and Responsibilities Driven
Items

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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.

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 13

Migration Planning & Accelerated SAP Phases

Solution Validation Phase Realization Phase Final Preparation Phase Go-Live

Create Initial Execute

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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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
• • Functional (System •
Cutover Checklist Design) Security
• Final Cutover • Development • Data
Acceptance (System Design) •
Checklist) Training
• Authorizations • Organizational
(Security Roles & •
Rights)) Deployment
• Data Cleansing
• Data migration Legend:
• Training
• Organization 1. Items highlighted in blue are “directly” related to Migration &
Change are tested via the Migration process.
Management
• Project 2. Items highlighted in black are “indirectly” related to Migration
Management 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.
© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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.
© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 17
Business Responsibilities
• The business identifies:
• Key personnel and staffing plans
• New data requirements
• Preparation for cutover
• Business preparation activities
• 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:
• Key Users
• Site Coordinators
• The business is responsible for the data
• Cleansing
• Validating
• Determine dual maintenance requirements, if any

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 20

Cutover Communications

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 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 for 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 …
• Contact List.xls is located at …
• Update your information

© 2017 SAP SE or an SAP affiliate company. All rights reserved. ǀ INTERNAL 24

Thank you.
Contact information:
F name L name
Title
Address
Phone number