Prepare for the workshop
Typically, the Cutover strategy workshop takes approximately 1-3 hours to conduct. The time might vary based on the level of detail that is available for review. The solution architect will work with the implementation team leadership to plan the workshop based on the specifics of the solution that is being reviewed.
Prior to the Cutover strategy workshop, participants should be as familiar as possible with the structure of the workshop and the types of topics and prerequisites that will be covered. The solution architect will provide an agenda with topics and prerequisites ahead of the workshop.
Note
Essentially, the Cutover strategy workshop is a discussion; it's not intended to be a questionnaire that can be completed and reviewed in an offline mode. While the prerequisites are defined and provided in advance, it's not possible to encapsulate the breadth of directions in which the conversation might lead.
The solution architect will prepare in advance for the workshop by reviewing existing project artifacts ahead of time. Helpful project artifacts include:
Cutover requirements - Known business requirements that need to be included in the cutover strategy.
Cutover plan - Document showing the detailed steps and actions for the entire cutover process. This document should include the documented timeline of all cutover activities, dependencies, and owners of each step of the cutover process.
Cutover schedule - Document or Gantt charts outlining the overall schedule for the various cutover activities that are in alignment with the cutover plan.
Mock-cutover test strategy - Document describing the plans and steps for testing the cutover process prior to final cutover.
Data migration strategy - Documents or registers showing the entities to be migrated, the sources that they will come from, the volumes, the timing, and the methods for migration. At the solution blueprint stage, ensuring that you have scope (tables and sources) is key.
This list is not exhaustive of project deliverables, but it is a good starting point for the Cutover strategy workshop. The formats, composition, and names of each deliverable might vary from one project to the next. It's not the format that's most important; it's the information that is available and agreed on across the team.
It is acceptable if your project uses different ways to manage or track project information other than the preceding list. Typically, the format isn't critical, if the information is readily available to project members. If the information in the preceding list is not documented on your project, or if it's documented in a way that's not easily accessible, you should prioritize getting the relevant artifacts produced.
Cutover strategy workshop participants
In accordance with the Success by Design framework, the Cutover strategy workshop should be attended by representatives from the customer organization and the partner organization that is assisting with the implementation. Having representation from all parties involved is important in ensuring that everyone is aligned with and have a common understanding of the plan. In some cases, due to the size of the implementation team, it might be necessary to limit participation in the workshop to core members of the team.
With that in mind, you should consider the following guidelines:
The workshop should include the following customer and partner participants:
Cutover lead
Data migration lead
Solution architect(s)
Project manager(s)
If the customer doesn't have the solution architect role in their organization, then the responsible technical stakeholder(s) should be involved. If the partner organization doesn't have a designated solution architect who is responsible for the implementation, then the equivalent delivery lead, functional lead, or technical architects should be involved.
In some cases, it might be necessary to bring specific resources for specific topics, which can be accommodated based on the breakdown of the solution in the workshop agenda.
Additionally, it might be necessary to include executive stakeholders in the cutover strategy discussions. Ideally, the cutover requirements should have been provided, and discussions with the executive team members should have already taken place prior to the workshop. By including executive stakeholders in the workshop, you can help confirm and provide common understanding of the cutover plans. However, you should be aware that the discussions in the workshop can become extensive in some areas, and in some cases, technically detailed. You should establish an expectation that the types of conversations that will be held as part of the workshop might be at a lower level of detail than some executives will want to consume.