1. Cutover Preparedness Bringing all the pieces together

2. Agenda Cutover Overview Mandatory Cutover Components Cutover Phases
Mock Cutover
WBS Plan Preparation
Pre Cutover Preparation & Soft Close
Pre Cutover Tasks (Infra, DBA, Technical & functional)
Post Cutover Tasks and Reconciliation
Business Continuity Plan
Go Live Business Slow Start Plan
Command Center
Communication Plan and Protocol
Entry / Exit Criteria
Rollback Plan
Team Stricture, Roles & Responsibilities
Best Practices

3. Cutover Planning & Execution
Cutover Overview
Cutover is the execution of tasks in order to transition from old system to the new system successfully without any disruption to ensure continuity of business operations.
Cutover will be executed as per the ‘Cutover Plan’ - a set of detailed, sequenced tasks to build the new Production system, configure the new system and decommission old system
Mock Runs are practice test runs to 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
Project Phases
Assessment
Design
Build
Pre-SIT & SIT
UAT
Mock Runs
Cutover
Go-Live
Post Go Live Support
Cutover Planning & Execution

4. Mandatory Cutover Components
Available business downtime window
Single ownership of a consolidated plan
Maximum detailing of WBS tasks, its interdependencies and owners
Seamless Task assignments and handshakes in a 24/7 multi time zone environment
Detailed communication plan for robust co-ordination
Process to collect & record task estimated completion time
Minimum two rounds of mock runs rehearsals
Defined entry and exit criteria
Defined Roles & Responsibilities
Availability of all task owners, hardware and third party software
Fully equipped command center
Defined Go / No-Go decision process
Effective change management
Risk & mitigation
Rollback Strategy

5. Cutover Phases Planning Execution Closure Preparation Optimization
Collect Task List from tracks
Define task inter dependencies
Create consolidated WBS plan
Define task owners in multi time zones
Use estimated time for tasks
Prepare communication plan
Prepare change management plan
Define cutover Entry/ Exit criteria & Rollback strategy
Optimization
Execute cutover plan in multiple mock runs
Record actual Timings
Log issues
Optimize task sequence
Rectify inter dependencies
Optimize owner assignments for parallel task runs
Revise communication plan to fix gaps
Log issues and modify cutover plan
Test Rollback Plan
Pre Cutover
Perform Soft Close Tasks on 11i
Hardware, Resources, Logistics, Third Party readiness check
Ensure entrance criteria
Contingency plan readiness
Implement Communication plan
Perform Pre cutover activities
Shutdown user access to production system
Release business slow start plan
Open Issue log
Cutover
Conduct Go / No-Go vote
Execute cutover plan
DBA upgrade
Configurations
CEMLI deployment
Enable third party integrations
Reconcile data/ object counts, status and checks
Handle situations
Monitor & report progress
Go Live
Enable limited user access
Perform smoke test with select transactions
Business Slow Start
Final Go / No-Go Live Decision
Enable all user access
Issue Go Live Communication
Execute Rollback plan in case of No-Go and issue communication
Handover
Execute post go live tasks and action items
Handle immediate user issues. E.g. access
Ensure cutover completion
Publish final timings and issue log
Handover to production support team

6. WBS Plan Preparation Sample Cutover WBS Plan
Guidelines to Prepare Cutover WBS Plan
Gather Track wise WBS and prepare consolidated Cutover plan
Ensure completeness of task list, Accuracy of task sequence considering inter dependencies
Mention Primary and Secondary owners for each task
Mention start and end time for each task across time zones where customer team is spread over
Provide serial nos. to tasks for easy communication of start and end of tasks during cutover execution
Perform multiple walk through with the cut over team during preparation and optimization phases
Sample Cutover WBS Plan

7. Mock Cutover Guidelines for conducting Mock cutover Mock Readiness
Conduct minimum 2 Mock cutover runs prior to Go-Live
Environment should be same as production for go live
Implement cutover team structure and assign owners for each task as if it is executed during go live
Involve team members from all time zones which would be involved in final cutover
Ensure 11i Production support and other parallel R12 project activities (e.g. user training) are not impacted
Set proper parameters so that notifications, s or reports are not sent to external parties without information
Implement Communication plan with protocols. Create contact directory, distribution list, etc.
Compare the overall execution time with go live downtime expectations and accordingly set targets for optimization
Log issues, identify gaps and optimization opportunities for further enhancement
Test Rollback plan for its success
Mock Readiness
Ensure Infra, DBA, Technical, Functional, Third Party readiness
Ensure Resource availability
Involve business users and third parties
Execution & Issue Tracking
Assign task owners for Mock Run
Execute plan
Create Issue log and track issues & resolution
Record Timings
Record Time taken for each task on the cutover plan
Optimize and Enhance Plan
Identify opportunities for optimization (time savings)
Re arrange the sequences and task assignments for parallel runs
Compare with go live down time
Organizational Readiness: - Organizational/Site complexity - Status of your E-Business Suite installation - Applications support capability - Change readiness Applications Readiness: - E-Business Suite complexity - Customizations - Interfaces - Availability and use of reporting tools - Third-party applications - If new applications and functionalities are in your future Infrastructure Readiness: - Servers - Technology - Applications environment - Backup and recovery
Involving people from outside of the core project team to complete readiness activities.

8. Pre-Cutover Soft Close & Readiness Preparation
Perform these soft close tasks on 11i Production a month before cut over
Schedule Interface Import and Accounting Programs on a daily basis
Review the program output and take corrective actions for the problematic transactions on a daily basis
Run important reports before handing over the Production Instance to DBA for R12 Upgrade and compare them after upgrade for Reconciliation
Conduct GL and Sub Ledger Reconciliations
Monitor time taken for these activities
Readiness Preparation
Site Readiness – Setup a command centre with required logistics like 24x7 conf hotline, food, transportation, rest room, projector, webex, telephone etc
Create distribution list for cutover groups
Define communication templates like cutover task status & handover, escalations etc
Ensure desktop & laptop configuration for R12
Enforce code freeze 11i & subsequent R12 changes
Ensure Code migration validation scripts with expected outcome
Compile cutover R12 access matrix for cutover executors
Create 3rd party system readiness checklist for cutover switch over
Create go live checklist
Evaluate hardware ,printer & network readiness
Identify cutover checkpoints
Identify smoke test sample transactions like P2P/ O2C flows, PO, SO, AP/AR Invoice, Receipts, Inv trx

9. Pre-Cutover Infra, DBA & Technical Tasks
Infrastructure
Procure hardware and Identify servers
Allocate IP and DNS Setup
Host Names Settings
Setup Unix user accounts (e.g applmgr and oracle)
Check connections to Storage from server (Network Team) including all NFS mount points and staging area.
Install/upgrade OS to new h/w, set kernel parameters and install required RPMs for R12 EBS environment – UNIX Team
Open up all mandatory ports
Verify server have RPMs, Setups for EBS environment – DBA TEAM
DBA
Create 11i clone to be used for pre-reports
RPMS File Name Version and Libraries Check on OS server
Install R12 upgrade Software (Rapid Install)
Run pre-SLA program (Fixed the date, as the date cannot be change once the program has ran)
Take Cold/Hot backup of Current Production DB including apps middle tier and other middle tier components (like SOA,BPEL,WEBLOGIC etc..)
Production sync to standby and break standby connection.
Olite installation & configuration
Technical
Ensure all code fixes are checked-in, migrated to SIT/UAT & tested.
Include all code fixes & finalize R12 code migration packages in Dell-Stat with execution sequence & verify for correctness

10. Pre Upgrade Functional Tasks and Readiness Check
Update SLA: INITIAL DATE FOR HISTORICAL UPGRADE profile option
Select SLA Date at least 6 months in the past (For example 01-Aug-2015)
Run SLA Pre-Upgrade program to flag the periods for upgrade
Import all transactions from Interface tables (There should be no unprocessed transactions in the Interface which might lead to data corruption)
Accounts Payables Interface (By Operating Unit)
Accounts Receivable Interface (By Operating Unit)
Project Accounting Interface (By Operating Unit)
Inventory Interface (By Inventory Orgs - All)
Account and Transfer all transactions to GL
Accounts Payable (Payables Accounting Process)
Accounts Receivable (GL Transfer Program)
Inventory (Transfer Transactions to GL)
Generate Reconciliation Reports
Accounts Payable Trial Balance (AP)
AR Reconciliation Report (AR)
GL Trial Balance (GL)
Fixed Asset (By Operating Unit)
Installed base (Fix all errors and Import)
WMS (Complete all loaded LPNs / Pending Trx)
General ledger ( By Set of Book)
PA (PRC: Submit Interface Streamline Process)
General Ledger (Post Journals)

11. Post Upgrade Functional Tasks & Reconciliation
Post Upgrade Reconciliation Checks
Basic Technology Stack Health Testing
Standard forms check
Regression Test
Check unprocessed transaction in Interface tables
Compare Base tables records counts with old system
Compare important reports output with R12 reports output
Trial Balance report
AP Aging Report
AR Aging Report
Inventory on hand report
Check Custom CEMLIs count
Check status of custom database objects
Environment check
Post Upgrade Functional Tasks
Migrate One time fixes and dependent CEMLI’s for configurations
All Sysadmin Setups
Functional Setups by Module
Bolt On configurations
Complete bounce of Instance and Clone if possible
Smoke test – No transactions
Re-enable all the users and then release instance
Basic Technology Stack Health Testing  - Check for any errors or exceptions, if any, in Java Console as well as during Forms launch
Standard forms check –
a. Verify data with Old system (11i) and check forms functionality of all modules critical standard forms. b. Multiple Forms Launching In Single Forms Session
Regression Test  - a. CP Text Report Regression Test ,  b. CP Java Regression Test , c. CP PLSQL Regression Test , d. CP Perl Regression Test
Check unprocessed transaction in Interface tables (There should not be any) Accounts Payables Interface Accounts Receivable Interface Project Accounting Interface Inventory Interface Fixed Asset Installed base WMS General ledger
Compare Base tables records counts with old system
Compare important reports output with R12 reports output : Trial Balance Reconciliation  Report Aging Report Account Analysis report AP Payment Register AR Receipt Register FA Cost Summary report Open Purchase Orders Report Open Deliveries Report Price Lists Inventory Valuation Report
Check Custom forms and reports – Check few forms and reports if the custom forms are working
Environment check – All the tops, directories, hardware, fax etc. are configured properly for development team, if possible one test program for types of object should be created and tested.

12. Business Continuity - High Availability Instance
Customer is looking forward to have Business continuity plan during cutover downtime for Mobile Field Service and Tele services business transactions
Customer has Approx MFS users and hence identify Target users and business group for high availability instance
Prepare switch over plan for respective group and users.
Check trigger enablement and readiness of data migration scripts from 11i alternate instance to R12 prod instance
The transition of MFS during cut-over depends on user upgrade from 11i MFS-Laptop Client to R12 MFS-Laptop Client which needs to be planned with proper load balancing
Known issues during MFS- Upgrade
Multiple users upgrade simultaneously can overload or crash the server performance.
Performance issue of Mobile Users during upgrade
User specific issues during upgrade due to publishing mobile apps activity and Manages Mobile users program.
User specific issue during first synchronizations after upgrade
Best practices
Use of controlled user upgrade options in R &
Plan user upgrade based on business usage & geography
Perform at least two rounds of Mock tests

13. Go Live - Business Slow Start
Guidelines to select transactions for Business slow start
Business critical transactions only
Include Transactions involving Inventory movements
Cover maximum variations of the given transaction types
Include transactions involving third party integrations
Avoid back office financial transactions
Sample Transactions Plan for Business Slow Start before final Go Live decision
Transactions
Sample size
Business user to execute
Location/ Warehouse
Transactions Plan File Ref
Sales Orders
15 Sales Orders
User 1
Brea
Shipments / Warehouse transactions
10 Pick release and Shipments
User 2
Brea/ Hebron
Receiving
10 Stock items received during shutdown
User 3
RMA
10 Sales returns received during shutdown
User 4
Stock Adjustments
10 adjustments
User 5
Service Orders
15 new service orders
10 fulfilments
User 6

14. Escalation Management
Command Center
Command Center
Program Management
Execution Control
Communication
Reporting
24/7 Support
Escalation Management
Centralized Planning
Resource management
WBS Task management
Change management
Integrated WBS plan
Central execution schedule
Entry / Exit criteria
Rollback Plans
Pre-cutover Tasks
Cutover Execution
Go Live Decision
Escalation path & process
Escalation contacts
Issue resolution control
Communication plan
Centralized Contact Repository
Uniform Communication Protocols
Example:
Command Center physically located in <<Client Location>>
Dates: Pre Cutover date through after go-live (Post cutover)
24 x 7 coverage during peak periods with duty manager call center presence in shifts including one on-site and one secondary on-call duty manager
Selected functional resources will be located in <<Client Location>>, for localized support appoint one person in each location for the go-live
Technical and Functional/Business Escalation Managers identified for critical issues (escalation to / from the Command Center)
Technical and Functional Cutover and Stabilization resources available at all times (on-site or on-call)
Daily sunrise / sunset calls for progress, issue status and issue resolution
Cutover progress will be documented and communicated with a cutover dashboard and distributed after sunrise and sunset calls
Hourly cutover progress communications to project cutover team and key stakeholders
Global 24/7 cutover support
Cutover leads in all time zones
Issue logging and tracking
Cutover progress dashboard
Status reporting every 3 hours

15. Communication Plan Steering Committee & Project Sponsors
Corporate
Business
Third Parties
Project Team
Steering Committee & Project Sponsors
Business down time & Continuity Plan for Critical processes
Fall back strategy, Go / No-Go Vote Process
Mgmt. approval process during cutover
Business Heads & Users
User Participation in Reconciliations & Business slow start
Change management and client installation requirements
Assistance for advance intimation to external parties
Banks, Suppliers & Customers
New data formats and system connections
Pre production shutdown communication
Go live communication to switchover to new system
Cutover Team
Primary and secondary owners for each cutover task
Contact nos. directory, distribution list, escalation path
Protocol for task start and end communication, escalations

16. Communication Protocol
Sample Communication Protocol for Project team during Cutover
A. Cutover Tasks Transition communication
Task Commencement
Message Subject: Task CEMLI DB Object Migration - STARTED
Message TO: Cutover Distribution List
Message Content: Task# 235. CEMLI DB Object Migration started
Task Completion
Message Subject: Task CEMLI DB Object Migration - COMPLETED
Message Content: Task# 235. CEMLI DB Object Migration Completed .. Critical issues .. Go ahead for next task = Yes/No
Optionally call up next task owner (Refer contact directory)
Task Delay
Message Subject: Task CEMLI DB Object Migration - DELAYED
Message Content: Task# 235. CEMLI DB Object Migration Delayed … Revised estimated completion time ….

17. Cutover Entry / Exit Criteria
Guidelines to Prepare Entry and Exit Criteria
Entry Criteria includes all Readiness Checks and Pre Upgrade Tasks Check lists
Exit Criteria includes health checks, Post upgrade task check lists, Reconciliation checks and Slow start trx success
Sample Entry Criteria
Track
Entry Criteria Name
Description
Completion Metrics
INFRA
Hardware Readiness Check
Hardware readiness Check complete as per Infra Checklist
100% Complete
DBA Readiness Check
DBA preparedness Check as per DBA Readiness Checklist
CEMLI
CEMLI Readiness
All CEMLI tested and moved to Dell Start for final migration
SCM/INV
Shipping Transactions
Close of all Shipping transactions and interfacing
FIN
Period End Close
Interface Clean up and Close of all periods as per FIN Checklist
ALL
Reconciliation
Generate all reports to be used for reconciliation post go live
Sample Exit Criteria
Track
Exit Criteria Name
Description
Completion Metrics
INFRA
Hardware Health Check
Hardware is performing as per required standards
Zero Exceptions
DBA Health Check
Database performance is as per expected standards
CEMLI
CEMLI Readiness
All CEMLI tested and moved to Dell Start for final migration
100% Complete
ALL
Reconciliation Check
Reconciliation of all reports and counts as per Reconciliation plan
No major difference
Transactions success
Completion of business slow start trx as per plan for all tracks
No major showstopper

18. Go Live – Rollback Plan Guidelines to prepare a Rollback plan
Ensure proper back up of 11i Production is taken immediately after completion of all 11i tasks
Test the back up restore task at least once before cutover begins
Ensure communication readiness for informing restoring of 11i Back up
To Business users
To Third parties
To Cutover team
Revert MFS client set up to old client
Ensure availability of scripts to transfer data from high availability instance to restored 11i production instance for transferring data transacted during cutover downtime

19. Cutover Team Structure
Customer Leadership Team
Command Centre
Customer Cutover Lead
Customer Cutover Coordinators
DBA Lead
Technical Lead
Functional Lead
Regional Leads
Network Lead
Customer 3rd Party Coordinator
Cutover Execution Team
Customer DBA Team
Customer TA’s
Customer BA’s
Customer Network Team
3rd Party Consultants
Zensar DBA Team
Zensar Technical Team
Zensar Functional Team

20. Roles and Responsibilities
Command Center
Overall planning and coordination for Cutover Plan
Communicate Cutover status to relative team
Manage resources needed to plan, prepare, manage and execute the Mock Cutover and Cutover task
Coordinate issue resolution with Cutover coordinators
Coordinate with Integration Testing/UAT and stress testing to ensure alignment with entrance and exit criteria
Cutover Coordinators
Act as point person to facilitate the cutover plan activities within a given team
Communicate issues/error status updates
Ensure that actual task durations are recorded and communicated back to the Command Center 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 Command Center
Coordinate issue resolution with the Command Center
Work with the Command Center to assess potential impacts to the timeline based on remaining tasks
Cutover Execution Team
Execute assigned Cutover Plan tasks as directed by the Cutover coordinators in conjunction with the Command Center
Record actual task durations
Work with the Cutover coordinators to identify cutover tasks
Communicate information back to the Cutover coordinators and Command Center
Document all issues/errors
Escalate all “critical” issues to the Command Center
Work with the Command Center 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

21. Best Practices
Cutover Planning : For smooth cutover, Go-Live and Transition it is highly recommended to have well laid out cutover plan. It would provide the details of each and every activity which needs to be executed considering the dependencies, it would include the communication channel to be followed during cutover, roles and responsibilities of the cutover team, etc.
Thorough and continued business ownership and stakeholder management: The project need to be owned and sponsored by senior business leadership. Key business users, as well as managers, must be galvanized around the entire effort. This involvement at all stages of the implementation/upgrade project ensures that change is managed at all levels and percolated through the right channels and sources. The changes to business processes and operations should be clearly documented and explained.
Avoid Go-Live Date in parallel to Enterprise Major Re-org or Business Event: Even though any ERP implementation/upgrade can be managed in parallel to a major re-organization through appropriate change management, doing so increases the risks associated with the deployment due to the uncertain business environment and the availability of key users and managers.
Comprehensive End User Training and Ensuring Continued Use: User training has to be contextualized and comprehensive for each and every user group to increase their system adoption and continued use. A successful cutover and Go-Live would depend on the readiness of the users.

22. Thanks