Oracle Production Cutover Strategy

06.30.16

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Cutover 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

• 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

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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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 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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Executing Production Cutover Tasks

Execute Permit to Run

Progress / Issues

Complet

e

Process

• Report to Cutover Team 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 Team on

progress and delays• Log issues/bugs

• When logging issues use the “cutover” category• These issues are reviewed in daily meeting

• Update Cutover Team when task

ends.• Details required; actual duration,

effort of task, and end dates

• If Cutover Coordinators are not in room update workplan status on wall

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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 build Data conversion Legacy systems Security Business/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

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Cutover Plan Template

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 Transaction Template

Use this template to track the interim steps for execution of tasks/processes/ transactions between the time they are frozen and final production cutover

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 each warehouse (all sub inventories and locators)

Inventory updates in Production

Enabled by conversion program

Accuracy of inventory snapshot from each warehouse at that point in time

Corruption of data extracts

1.2 Production is stopped in this period and changes from Production will be updated manually after cutover

N/A N/A N/A N/A N/A

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Cutover Timeline

Production Build

Apply Transport

Deltas

Validate system

PRD system

ready

Data Extracts

Master Data Loads

Delta LoadsPre-Data Load Activities Post-Data Load Activities

+ 2 Weeks (6/13)+3 Weeks (6/7) + 1 Weeks (6/20) + 1 Week (7/4) + 3 WeeksFriday – Sunday (7/1-7/4)

Final Go/No-GoDecision

Trans. Data Loads

4 Build Production System using restore, backup method (see above)4 Finalize legacy data extracts and preparation; ensure cleansing is

completed4 Perform all pre-data load activities including configurations, moving

transports, custom tables4 Begin capturing delta processing transactions for identified delta

processing areas4 Convert all master data (Materials, Customers, Employee, Vendors, etc)

4 Legacy system ‘lockdown’ at pre-designated time at the Enterpriset of Cutover weekend

4 Transactional data extracts4 Transactional data loads to new

Enterprise system4 Execute automated delta loads and

enter manual ‘catch up’ transactions4 Validate all loads to confirm go/no-go4 Reconciliations/Report runs4 Execute Enterpriset-up procedures4 Periodic go/no-go decision points4 Coordinate sequence and execution

of relevant Site Readiness Activities

4 Go-Live support processes fully operational

4 Week 1 processes, reports4 Monitor system infrastructure

performance

Pre-Cutover Weekend Activities Cutover Weekend Activities Post-Cutover Activities

Post-Cutover WeekendCutover 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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Name Role Office Phone Mobile Phone Email

Bill Francis ENTAPPS Operations 650.610.5192 650.888.4980 wfrancis@shutterfly.com

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Cutover 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 Cutover• Command center will be set up and run for 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

Task

Assemble the Cutover Core Team and Cutover coordinators

Solicit preliminary cutover task list from each of the Cutover Support Team representatives

Kickoff Meeting with Cutover coordinatorsBuild Draft Cutover PlanConduct Cross Team review of Draft Cutover PlanComplete Draft Cutover plan in preparation for Mock Cutover - 1Execute Cutover Mock Cutover - 1Update plan based on the experiences/findings during Cutover Trial Run

Conduct Cross-Team review of draft Mock Cutover planComplete Draft Cutover plan in preparation for Mock Cutover - 2

Execute Mock Cutover - 2

Update plan based on the experiences/findings during Mock Cutover - 2

Conduct Cross Team review of Final Cutover Plan

Finalize Mock Cutover Plan in preparation for Production Cutover

Execute Production Cutover

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Contact Information

Contact Name

Email Phone

Primary Fname Lname 773-999-9999

Secondary

Fname Lname 773-999-9999