Cutover Plan, Checklist and Contingency Template (IDK-20)
Template IDK-20, version 1.0. Phase: Implement Solution (prepared and rehearsed), Go Live (executed).
How to use this template
This is one document with two levels of detail. Section 2 plans the period around go-live by day. Section 3 plans the days around go-live by hour.
Draft both before the first rehearsal. Durations in sections 3 and 5 must come from a rehearsal with full data volumes, never from an estimate. Rehearse more than once.
During the cutover this is a live document. The cutover manager updates actual times as tasks finish and reviews status in short, frequent meetings.
Rows marked Example: show the expected level of detail. Delete them from your working copy.
The contingency plan (section 9) is approved together with the plan. A cutover without a written way back is not ready for the gate.
Template metadata
Field
Value
Template ID
IDK-20
Phase
Implement Solution (prepared and rehearsed), Go Live (executed)
Owner
Cutover manager
Approver
Steering group
Qualification gate
Go Live Authorised
Version
1.0
Document control
Field
Value
Project
[Project name]
Customer
[Legal entity]
Go-live scope
[Companies, sites, processes]
Planned go-live date
[YYYY-MM-DD]
Document owner
[Name, cutover manager]
Status
[Draft / Rehearsed / Approved / In execution / Closed]
Version
[x.y]
Storage location
[Link. Also keep an offline copy during the cutover.]
Related documents
[Data migration plan, go-live readiness decision (template IDK-21), communication plan, legacy decommissioning strategy, handover to support (template IDK-22)]
Version
Date
Author
Change
[0.1]
[YYYY-MM-DD]
[name]
[First draft]
1. Cutover organisation
Role
Name
Contact during cutover
Backup
Cutover manager
[name]
[phone]
[name]
Customer project manager
[name]
[phone]
[name]
Supplier project manager
[name]
[phone]
[name]
Data migration lead
[name]
[phone]
[name]
Technical lead, environments
[name]
[phone]
[name]
Integration lead
[name]
[phone]
[name]
Business validation leads per area
[names]
[phone]
[names]
Decision maker for go / rollback
[name, role]
[phone]
[name]
Status reviews during cutover: [times, channel, attendees]. Decision rule when the decision maker cannot be reached: [text].
2. Cutover plan (day granularity)
Workstreams: data migration, configuration switches, communications, legacy decommissioning, support arrangements, infrastructure, business preparation.
ID
Day
Workstream
Task
Owner
Depends on
Planned
Actual
Status
[ID]
[YYYY-MM-DD]
[workstream]
[task]
[name]
[ID]
[YYYY-MM-DD]
[YYYY-MM-DD]
[Not started / In progress / Done / Late]
Example: C-012
[YYYY-MM-DD]
Example: Business preparation
Example: Stop creating new purchase orders in legacy; urgent buys recorded on the agreed manual form for entry after go-live
Example: Procurement manager
Example: C-008 supplier notice sent
[YYYY-MM-DD]
Not started
Example: C-015
[YYYY-MM-DD]
Example: Data migration
Example: Final extract of supplier, customer and part master data from legacy; control totals recorded
Example: Data migration lead
Example: C-012, C-013
[YYYY-MM-DD]
Not started
Business freeze periods:
Process
Freeze starts
Freeze ends
Manual procedure during freeze
Owner
[Process]
[date, time]
[date, time]
[text or link]
[name]
3. Cutover checklist (hour granularity)
Seq
Planned start
Planned end
Task
Owner
Predecessor
Checkpoint
Actual start
Actual end
Status
[n]
[day, hh:mm]
[day, hh:mm]
[task]
[name]
[Seq]
[None / Go-no-go / Point of no return]
Example: 14
[day, hh:mm]
[day, hh:mm]
Example: Set legacy to read-only for order entry, purchasing and inventory transactions
Example: Legacy system administrator
Example: 13
None
Example: 15
[day, hh:mm]
[day, hh:mm]
Example: Run Data Migration Manager jobs for open purchase orders; compare loaded line count and value with extract control totals
Example: Data migration lead, procurement validation lead
Example: 14
Go-no-go
Rules for the checklist:
Every task has one named owner who is present or reachable at the planned time.
Every planned duration is the longest duration seen in rehearsal, plus the buffer agreed in the project: [agree in project].
A task is done when its owner reports it to the cutover manager. Not before.
4. Time-critical configuration switches
Settings that must stay off until a precise moment, or be changed at a precise moment.
#
Switch
Environment
From
To
When (checklist seq)
Owner
Verified by
[n]
[setting]
[Production]
[state]
[state]
[Seq]
[name]
[name]
Example: 1
Example: Scheduled background jobs for order processing and planning
Production
Example: Inactive
Example: Active with production schedule
[Seq]
Example: Technical lead
Example: Supply chain lead
Example: 2
Example: Integration routing to external parties (supplier order output, bank files)
Production
Example: Test endpoints or disabled
Example: Production endpoints
[Seq]
Example: Integration lead
Example: Finance lead
[n]
[Workflows and event actions that send email to suppliers or customers]
[n]
[Number series start values]
[n]
[Accounting periods opened for user groups]
[n]
[End users activated and attached to production permission sets]
5. Data migration run order
Data Migration Manager loads through standard business logic. Invalid records are rejected at load, so the order matters and every load needs a reject check.
Order
Data set
Method
Source
Depends on
Duration in rehearsal
Planned duration
Validation
Validated by
[n]
[data set]
[Data Migration Manager / Copy and paste / Manual entry]
[system, file]
[Order no.]
[from rehearsal log]
[from rehearsal log plus buffer]
[Control totals, record count, spot check]
[name]
Example: 3
Example: Suppliers with addresses, payment terms and purchase part links
Example: Data Migration Manager
Example: Legacy extract file [name]
Example: 1 basic data, 2 parts
[from rehearsal log]
[from rehearsal log plus buffer]
Example: Record count equals extract; reject list empty or each reject explained; spot check by purchasers
Example: Procurement lead
Example: 7
Example: Inventory on hand per location
Example: Data Migration Manager
Example: Legacy stock count extract after final count
Example: 2 parts, 5 locations
[from rehearsal log]
[from rehearsal log plus buffer]
Example: Quantity and value per site equal legacy stock report
Example: Inventory lead, finance lead
Reject handling: [who reviews rejects, who corrects source data, how a reload is approved].
6. Communications
Audience
Message
Sender
Channel
When
Feedback route
Done
Project team
[Cutover schedule, roles, status meeting times, contact list]
[Cutover manager]
[channel]
[YYYY-MM-DD]
[channel]
[ ]
Users
[Freeze dates, first login instructions, where to get help, where the guides are]
[Customer PM]
[channel]
[YYYY-MM-DD]
[Expert users]
[ ]
Business and management
[Go-live decision, expected disruption, status updates during cutover, confirmation of go-live]
[Sponsor]
[channel]
[YYYY-MM-DD]
[Steering group]
[ ]
Suppliers
[New document layouts, changed order numbers, ordering pause, contact for questions]
[Procurement manager]
[channel]
[YYYY-MM-DD]
[mailbox]
[ ]
Customers
[Delivery and invoicing pause, changed document layouts, contact for questions]
[Sales manager]
[channel]
[YYYY-MM-DD]
[mailbox]
[ ]
Example: Suppliers
Example: No purchase orders will be issued between [YYYY-MM-DD] and [YYYY-MM-DD]. Orders after that carry a new number format. Confirmations go to [address].
Example: Procurement manager
Example: Email to supplier contacts from the migrated supplier master
[YYYY-MM-DD]
Example: Procurement mailbox
[ ]
7. Legacy decommissioning
System / interface
Action at go-live
Action later
Data retention need
Owner
Date
[system]
[Read-only / Stopped / Runs in parallel for: reason]
[Archive / Switch off / Contract end]
[Legal or audit requirement]
[name]
[YYYY-MM-DD]
Example: Legacy ERP
Example: Read-only for all users at checklist seq [n]
Example: Archive and switch off after the period in the decommissioning strategy
Example: Financial records per local law
Example: IT manager
[YYYY-MM-DD]
Legacy interfaces to stop: [list from the interface register with owner and checklist seq].
8. Support arrangements
Item
Arrangement
First-line contact
Expert users per site and area: [link to list]
Second line
[Core team, location, hours]
Supplier go-live support
[Who, on site or remote, period: agree in project]
Issue logging
[Tool, who may log, triage time]
Floor walking
[Schedule per site]
Service desk
[Trained in basic administration: Yes / No. Scope: password, user activation, printer routing.]
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