Template IDK-08, version 1.0. Phase: All phases.

How to use this template

Agree the five checklists during Initiate Project, so that everyone knows from the start what "phase finished" means. Adjust items to the contract; do not remove an item without writing down why.
The two project managers keep the checklist of the current phase up to date through the phase, and report its status in the steering group pack (IDK-06, section C7). A gate should never be a surprise.
Evidence means a document, a signed record or a system state that a third person can inspect. "Discussed" and "in progress" are not evidence.
Status values: Complete, In progress, At risk, Not started, Not applicable (with reason).
A gate is done when the steering group has signed the gate decision record in section 6. If the decision is "approved with conditions", each condition has an owner and a date and is tracked to closure at the next meeting.
Replace every [bracketed field]. Delete rows marked Example: once you have your own.

Template metadata
Field	Value
Template ID	IDK-08
Phase	All phases
Owner	Customer project manager and supplier project manager (joint)
Approver	Steering group
Qualification gate	All five gates (Project Initiated, Solution Confirmed, Solution Established, Go Live Authorised, Go Live Complete)
Version	1.0

Document control

Version	Date	Author	Change	Approved by
0.1	[YYYY-MM-DD]	[name, role]	Checklists adapted to the project
1.0	[YYYY-MM-DD]	[name, role]	Checklists agreed at gate Project Initiated	[steering group chair]
[n.n]	[YYYY-MM-DD]	[name, role]	Gate [name] decision recorded	[steering group chair]

Overview

#	Phase	Gate	Planned date	Actual date	Decision
1	Initiate Project	Project Initiated	[YYYY-MM-DD]	[YYYY-MM-DD]	[decision]
2	Confirm Prototype	Solution Confirmed	[YYYY-MM-DD]	[YYYY-MM-DD]	[decision]
3	Establish Solution	Solution Established	[YYYY-MM-DD]	[YYYY-MM-DD]	[decision]
4	Implement Solution	Go Live Authorised	[YYYY-MM-DD]	[YYYY-MM-DD]	[decision]
5	Go Live	Go Live Complete	[YYYY-MM-DD]	[YYYY-MM-DD]	[decision]

How a filled-in row looks:

#	Item	Evidence required	Owner	Status	Comment
Example: 3.1	Roles and permission sets created	Role catalogue approved by process owners; functional roles for buyer, warehouse operator and accounts payable clerk exist in the production environment; acceptance test executed with those roles	Technical analyst, security	In progress	Warehouse roles awaiting process owner review; forecast [YYYY-MM-DD]

1. Gate: Project Initiated

Question the steering group answers: are both organisations mobilised, and is there an agreed plan, scope and set of controls to start designing?

#	Item	Evidence required	Owner	Status	Comment
1.1	Purpose, objectives and scope confirmed in writing	Signed Project Scope Statement (IDK-02), with benefits, owners and acceptance criteria	Supplier PM	[status]	[comment]
1.2	Project organisation and governance confirmed	Approved Project Organisation and RACI (IDK-03); steering group terms of reference approved (IDK-06 Part A); all steering group dates booked	Both PMs	[status]	[comment]
1.3	Core team released	Time commitment and backfill table signed by line managers (IDK-03 section 6)	Executive sponsor	[status]	[comment]
1.4	Project plan with resources in place	Approved Project Management Plan (IDK-01); master implementation plan and workshop and activity plan with named resources on both sides	Supplier PM	[status]	[comment]
1.5	Project controls defined	Risk register and issue log live (IDK-04); change control procedure approved (IDK-07); status reporting procedure agreed; project tracker set up	Customer PM	[status]	[comment]
1.6	Process ownership verified	Named process owner per in-scope process area, confirmed by the sponsor	Executive sponsor	[status]	[comment]
1.7	Data migration scope and responsibilities agreed (template IDK-14)	Data strategy (approach and principles); data scope table with customer owners (IDK-02 section 4.1)	Customer data lead	[status]	[comment]
1.8	Training needs identified	Training needs list for core team, technical team and end-user groups; core team training booked	Customer PM	[status]	[comment]
1.9	Strategy documents approved or scheduled	Testing, training, communication, data, infrastructure, business change, legacy decommissioning: each approved, or has an owner and due date accepted by the steering group	Customer PM	[status]	[comment]
1.10	Communication plan in place	Approved Communication Plan and Stakeholder Analysis (IDK-05); first communication sent	Customer PM	[status]	[comment]
1.11	Environments for training and test available	Build Place set up; Use Place environments created for the agreed deployment option; team members can log in with named accounts	Supplier systems engineer, customer IT lead	[status]	[comment]
1.12	Document list agreed	List of documents the supplier will and will not write, with examples shown (IDK-01 section 10)	Both PMs	[status]	[comment]
1.13	Update approach discussed (template IDK-23)	Agreed position on service updates and release updates during and after the project, recorded in IDK-01 section 9	Technical solution manager	[status]	[comment]
1.14	Next phase scheduled and resourced	Confirm Prototype plan with kick-off date, workshop calendar and confirmed attendees	Both PMs	[status]	[comment]

2. Gate: Solution Confirmed

Question: has the prototype shown that the solution scope is right, and do we know what has to be built, migrated and integrated?

#	Item	Evidence required	Owner	Status	Comment
2.1	Kick-off held	Agenda, attendee list, material published; change control procedure presented	Both PMs	[status]	[comment]
2.2	Core team overview training completed	Attendance record per core team member; gaps have a catch-up date	Customer PM	[status]	[comment]
2.3	Book of Rules documents approved by the customer (template IDK-09)	Approved documents covering the operating model (steering model, legal and operational structure, answers per solution area), signed by process owners	Process owners	[status]	[comment]
2.4	Process model current	In-scope processes maintained in [IFS Scope Tool or agreed repository], matching the scope statement	Solution architect	[status]	[comment]
2.5	CRIM requirements identified (template IDK-10)	CRIM log with type, business reason and process owner per item. Items are logged, not yet specified. Standard alternative recorded for each.	Technical solution manager	[status]	[comment]
2.6	Interface register exists (template IDK-13)	Every legacy and new interface listed with source, target and data flowing; retired interfaces marked	Technical analyst, integrations	[status]	[comment]
2.7	Data migration plan established (template IDK-15)	Plan listing every data set with method (migration tool, copy and paste, manual), owner, number of load cycles and depth of history agreed	Customer data lead	[status]	[comment]
2.8	Source data identified and cleansing under way	Source inventory per data set; cleansing task list with owners and first progress report	Data owners	[status]	[comment]
2.9	Production infrastructure defined, where relevant	Infrastructure definition for the deployment option, including devices, printers and network prerequisites at sites	Customer IT lead	[status]	[comment]
2.10	Prototype approved and solution scope confirmed	Prototype demonstrated end to end on customer sample data; approval signed by process owners; scope statement re-confirmed or changed through IDK-07	Process owners, both PMs	[status]	[comment]
2.11	Customer tasks planned	Customer testing, data and documentation tasks in the plan with owners and dates; number of build cycles agreed	Customer PM	[status]	[comment]
2.12	Business change readiness checked	Named change lead; change plan with activities and owners; position on end-user training strategy, organisation design and update of policies and procedures	Change lead	[status]	[comment]
2.13	Next phase scheduled and resourced	Establish Solution plan: solution workshops, technical training, test cycles, load iterations, with confirmed resources	Both PMs	[status]	[comment]

3. Gate: Solution Established

Question: is the solution designed, built and tested, and has the business accepted it?

#	Item	Evidence required	Owner	Status	Comment
3.1	Roles and permission sets created	Role catalogue approved by process owners; roles exist in the production environment; segregation of duties reviewed by finance	Technical analyst, security	[status]	[comment]
3.2	Production functional and technical configuration complete	Verified configuration moved to the production (or reference) environment; static data loaded; security defined; environment declared the baseline	Application consultants, customer functional leads	[status]	[comment]
3.3	Core team and technical training completed	Attendance records for process training and technical training (administration, permission sets, data import tooling, technical configuration)	Customer PM	[status]	[comment]
3.4	Book of Rules revised	Updated documents reflecting decisions from the solution workshops, with the reasoning recorded	Functional team leads	[status]	[comment]
3.5	CRIM delivered	Each object: approved specification, delivered, unit tested by supplier, tested by customer; every object traceable to an approved change request or the baseline	Technical solution manager	[status]	[comment]
3.6	Migration routines validated with volume tests	Load iteration reports; functional validation sign-off per data set; load timings recorded for cutover planning	Customer data lead	[status]	[comment]
3.7	Verification with security and migrated data completed	Test cycle report: processes run with end-user roles and migrated data	Test lead	[status]	[comment]
3.8	Solution Acceptance Test completed, documented and approved (template IDK-18)	Test report: scripts executed end to end with defined roles, migrated data, reports, mobile devices and integrations; defect list classified; no open defect that blocks deployment; agreed list of issues that may close after the phase, with owners and dates	Test lead, process owners	[status]	[comment]
3.9	End-user training material and step-by-step guides final	Guides used during the acceptance test without correction; course descriptions, instructor flow, data sets and exercises ready	Functional team leads	[status]	[comment]
3.10	Training plan approved (template IDK-19)	Events, attendees, trainers and rooms; trainers booked for train-the-trainer	Training lead	[status]	[comment]
3.11	Next phase scheduled and resourced	Implement Solution plan: cutover planning, rehearsal dates, expert user training, readiness test, end-user training	Both PMs	[status]	[comment]

4. Gate: Go Live Authorised

Question: are the people, the data, the cutover plan and the support organisation ready, and is it safe to go?

#	Item	Evidence required	Owner	Status	Comment
4.1	Users attached to roles	Every go-live user exists in production with the correct role; list reconciled against the training attendance list	Technical analyst, security	[status]	[comment]
4.2	Expert users trained	Attendance record; feedback on the training material incorporated	Training lead	[status]	[comment]
4.3	Operational Readiness Test completed, documented and approved	Test report: expert users ran the acceptance scripts with the core team only advising; written confirmation on behalf of the business that solution and training are sufficient	Expert users, process owners	[status]	[comment]
4.4	End-user training delivered	Attendance per user against the training plan; catch-up sessions scheduled for absentees before go-live	Training lead	[status]	[comment]
4.5	Cutover plan prepared (template IDK-20)	Plan at day level for the period around go-live and checklist at hour level for the go-live days, both covering data migration, time-critical configuration switches, communications, legacy decommissioning and support arrangements	[cutover manager]	[status]	[comment]
4.6	Contingency plan approved	Rollback plan stating how legacy would be reinstated, the point of no return, and who decides	Both PMs	[status]	[comment]
4.7	Cutover rehearsed	Full rehearsal with full data volumes completed; durations logged; plan corrected; further rehearsal held if the first exposed major gaps	[cutover manager]	[status]	[comment]
4.8	Load test signed off, if required	Load test report on concurrency, performance, reliability and volume, or recorded decision that none is required	Technical solution manager	[status]	[comment]
4.9	Go-live date confirmed against the business calendar	Date avoids business peaks and holidays and fits the financial period boundary; confirmed by finance and operations	Executive sponsor	[status]	[comment]
4.10	External parties informed	Communications to suppliers, customers, banks and other parties sent according to the communication plan (IDK-05)	Process owners	[status]	[comment]
4.11	Support arrangements ready	Support model agreed; expert users named per site and shift as first contact; help desk trained in basic administration; on-site go-live support scheduled for the agreed period	Customer PM	[status]	[comment]
4.12	Go-live resourced	Named people for every cutover task and support shift, on both sides, with deputies	Both PMs	[status]	[comment]
4.13	Open defects and risks accepted	List of open defects with workarounds and open Major and Critical risks, accepted by the steering group	Both PMs	[status]	[comment]

5. Gate: Go Live Complete

Question: is the business running on the new solution, is support in charge, and can the project be closed?

#	Item	Evidence required	Owner	Status	Comment
5.1	Cutover completed	Cutover checklist fully signed off; production backed up before release to users; migrated data validated by data owners	[cutover manager]	[status]	[comment]
5.2	Solution operating as agreed	Confirmation from each process owner that in-scope processes run in production; first period close or equivalent business cycle completed, if agreed as a criterion	Process owners	[status]	[comment]
5.3	Users can operate the solution	Support ticket trend reviewed; expert user feedback; follow-up training delivered where needed	Customer PM	[status]	[comment]
5.4	Business informed	Go-live communication sent to the organisation and external parties	Executive sponsor	[status]	[comment]
5.5	Residual issues planned	Residual issue list with owner, priority and date for each item	Both PMs	[status]	[comment]
5.6	Legacy decommissioned or scheduled	Legacy systems switched to read-only or retired according to the decommissioning strategy; retired interfaces switched off	Customer IT lead	[status]	[comment]
5.7	Support plan in place	Support arrangements activated; contacts and procedures known to users; update calendar for service updates and release updates owned by a named person	Customer IT lead	[status]	[comment]
5.8	Handover to support complete (template IDK-22)	Handover document complete (customer information, contacts, checklist, third-party integrations, extensions and localisations, technical handover, environments); CRIM functional and test specifications in latest version; link to the process model; handover meeting held and recorded; basic data adjusted after go-live	Supplier PM	[status]	[comment]
5.9	Project evaluation done	Phase review held; lessons learned documented; benefit tracking handed to the sponsor with measures and dates	Both PMs	[status]	[comment]
5.10	Closure document agreed (template IDK-24)	Closure document listing residual issues and owners, signed by the steering group	Steering group	[status]	[comment]

6. Gate decision record

Copy this section once per gate.

Gate: [gate name] Phase closed: [phase] Meeting: steering group no. [no.] Date: [YYYY-MM-DD]

6.1 Checklist summary

Status	Number of items	Item references
Complete	[n]
In progress	[n]	[refs]
At risk	[n]	[refs]
Not started	[n]	[refs]
Not applicable	[n]	[refs, with reason]

Recommendation of the project managers: [approve / approve with conditions / do not approve], because [reason].

6.2 Decision

Decision	Mark one	Meaning
Approved	[ ]	All items complete. Next phase starts as planned.
Approved with conditions	[ ]	Next phase may start. Listed conditions are closed by their dates; the steering group reviews them at its next meeting.
Not approved	[ ]	Next phase does not start. Listed items are completed and the gate is presented again on [YYYY-MM-DD].

6.3 Conditions and owners

#	Condition (checklist item)	What must be true to close it	Owner	Due	Closed on	Closure confirmed by
Example: 1	Item 3.1: warehouse roles not yet reviewed by the process owner	Warehouse manager signs the role catalogue; acceptance test scripts for receipt and counting re-run with the approved roles, results logged	Warehouse manager	[YYYY-MM-DD]	[YYYY-MM-DD]	Customer PM
[n]	[condition]	[closing criterion]	[name]	[YYYY-MM-DD]	[YYYY-MM-DD]	[name]

Consequences accepted with this decision (risk, cost, schedule): [text].

6.4 Release of the next phase

Item	Value
Next phase	[phase]
Start date	[YYYY-MM-DD]
Budget released	[amount or reference]
Resources confirmed	[yes/no, exceptions]
Baseline versions in force	Schedule [n.n], cost [n.n], solution scope [n.n], project scope [n.n]

Approval

Name	Role	Date	Signature
[name]	Chair, executive sponsor (customer)	[YYYY-MM-DD]	______________________
[name]	Sponsor (supplier)	[YYYY-MM-DD]	______________________
[name]	Steering group member, [area]	[YYYY-MM-DD]	______________________
[name]	Customer project manager	[YYYY-MM-DD]	______________________
[name]	Supplier project manager	[YYYY-MM-DD]	______________________

Independent template aligned with the IFS implementation methodology. Not an official IFS document. IFS is a registered trademark of IFS AB.

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Qualification Gate Checklists Template (IDK-08)