---
title: "Qualification Gate Checklists Template (IDK-08)"
date: 2026-09-21
description: "Ready-to-use template IDK-08: Qualification Gate Checklists for IFS Cloud implementation projects, aligned with the IFS implementation methodology."
author: "Dariusz Mysliwiec"
categories:
  - name: "Implementation docs kit"
    url: "https://www.ifs-erp.com/implementation-docs-kit.md"
---

# Qualification Gate Checklists Template (IDK-08)

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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/06-steering-group-pack), 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.

 | 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 |

 ## Contents

 
- [Document control](#document-control)
- [Overview](#overview)
- [1. Gate: Project Initiated](#1-gate-project-initiated)
- [2. Gate: Solution Confirmed](#2-gate-solution-confirmed)
- [3. Gate: Solution Established](#3-gate-solution-established)
- [4. Gate: Go Live Authorised](#4-gate-go-live-authorised)
- [5. Gate: Go Live Complete](#5-gate-go-live-complete)
- [6. Gate decision record](#6-gate-decision-record)
- [Approval](#approval)

 ## 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/02-project-scope-statement)), with benefits, owners and acceptance criteria | Supplier PM | [status] | [comment] |
| 1.2 | Project organisation and governance confirmed | Approved Project Organisation and RACI ([IDK-03](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/03-project-organisation-and-raci)); steering group terms of reference approved ([IDK-06](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/06-steering-group-pack) 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/03-project-organisation-and-raci) section 6) | Executive sponsor | [status] | [comment] |
| 1.4 | Project plan with resources in place | Approved Project Management Plan ([IDK-01](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/01-project-management-plan)); 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/04-risk-register-and-issue-log)); change control procedure approved ([IDK-07](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/07-change-request-and-change-control-procedure)); 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/14-data-migration-strategy)) | Data strategy (approach and principles); data scope table with customer owners ([IDK-02](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/02-project-scope-statement) 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/05-communication-plan-and-stakeholder-analysis)); 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/01-project-management-plan) section 10) | Both PMs | [status] | [comment] |
| 1.13 | Update approach discussed (template [IDK-23](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/23-update-strategy-evergreen)) | Agreed position on service updates and release updates during and after the project, recorded in [IDK-01](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/01-project-management-plan) 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/09-book-of-rules)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/10-crim-log)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/13-interface-register)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/15-data-migration-plan-and-readiness-checklist)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/07-change-request-and-change-control-procedure) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/18-sat-ort-test-script-and-signoff)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/19-training-plan-and-course-description)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/20-cutover-plan-checklist-and-contingency)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/05-communication-plan-and-stakeholder-analysis)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/22-handover-to-support)) | 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](https://www.ifs-erp.com/en/marketplace/implementation-docs-kit/24-project-closure-and-lessons-learned)) | 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.

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