What Could Be A Cutover Plan Template?
The simple principle: Get all the information you need in a single place.
Through our years working on Cutover Management, there are a hundred ways to track a Cutover.
It will usually depend on your organization’s preferences or most probably the organization’s work tools already in place (Excel, MSP, Google Sheets, Smartsheet etc..) and so on.
We like to think of simplicity over complexity.
This one is the MS Excel Cutover Plan Template.
We also created a Google Sheets Cutover Plan Template, and working on the Smartsheet one. More information Here.
This template tends to be flexible and dynamic to make your life easier.
The format is not frozen, feel free to adapt it to your needs and projects. Values are dummies.
Components Of The Cutover Plan Template
The Cutover Detailed Plan
The Master Plan! Your Single Best Friend during the Cutover Phase!
Keep track of all the tasks during the Cutover execution.
Key Columns Of The Cutover Detailed Plan Template
⏺️ Cutover Phase | Drop Down List: To identify if it’s “Pre-Cutover”, “Cutover” or “Post-Cutover” activities. Useful to aggregate the tasks and duration for the different phases.
⏺️ Section Name: Used to organise your tasks, for reporting purposes, and to facilitate different views by Workstream.
⏺️ Env: Environment where the task is being executed – This is a preference choice & depending on the type of Cutover = you can either have 1 single plan per environment ( 1 for Pre-Prod, usually for Dress Rehearsal, and 1 for Prod, for Go Live) or you can centralize both in 1 single plan for both Pre-Prod and Prod (usually when Prod has dependency with PreProd (we will detail this later))
⏺️ Planned Start Date | Date & Time: dd-mm-yy hh:mm: What time does the task start? The first time a section is fixed, the next one is dependent on the previous task’s duration
⏺️ Planned End Date | Date & Time: dd-mm-yy hh:mm: What time does the task end? (Dependency with the Duration, obviously)
⏺️ Duration | Minutes: Estimation of how long the task will take
⏺️ System ID | Drop Down List: Which system is impacted by the task?
⏺️ Task Description | Free Text: Task Description
⏺️ Owner | Drop Down List: Drop-down lists linked to the Contact details tab.
⏺️ Team Owner | Drop Down List: Drop-down list linked to the Contact details tab.
⏺️ Status | Drop Down List: Execution Status of the task
⏺️ Note | Free Text: Add any comment, or note taken from a Cutover session or during the actual Cutover, to make sure you don’t miss anything
Cutover Plan Tip 1:
Keep a Section Name called “Communication” while listing the tasks,
Get your Cutover Communication Plan by filtering on “Communication” in the Section Name Column
The key principle remains the same: Keep ALL information in one single place
The Cutover Milestones View
As we said: In Cutover Management, the second key component for a successful GO LIVE is Stakeholder alignment.
We know that everyone consumes information in different ways.
The Cutover Milestones view is simply based on the Cutover Detailed Plan, Task Type = Milestones.
So, when the Sponsor wants to know the status of each milestone, all required data is already there.
The Cutover Action Log
Keep track of the actions taken from the Cutover sessions
Even if you use AI to take your meeting minutes and actions log, we recommend centralising your actions here.
Keep all information in one single place for more productivity and fewer distractions.
How does it differ from the Cutover Project Plan?
The Cutover Project Plan list the standard activities that the Cutover Team needs to complete during the Cutover Phase.
For example:
- Set up the Cutover Kick-Off Meeting
- Define the Data Migration Approach
- Define the Data Validation Process
The Cutover Action Log is tied to the Cutover Detailed activities to continue to dig deeper and deeper. It is usually only used by the Cutover Manager as its own action tracker.
For example:
- Confirm with Jose the Data Integrity steps
- Contact Stephane to confirm the name of the Data Report for Beatrice’s task
The Cutover Contact List
Keep the contact in a safe place
Note: If you use MS Online, you might be able to import some contact data directly in the tab. Be careful of the format. The idea remains to keep it simple and to keep all the necessary data in one single place.
?✨ Secret Weapon
The hidden table for the Dependent Drop-Down List.
⚠️ Do Not Touch
The Cutover Dashboard
Simple visual report to have a view on the Cutover progress. It can be easily used for any communication mail with senior stakeholders.
Dashboard Date = TODAY()
The Cutover Detailed Plan Template Download
Google Sheet Version
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Testimonials
Turned Chaos into Control
When we started our project, we were in complete chaos - tight timelines, complex legal requirements, and extremely high risk since we couldn't roll back once we began. I knew we were in safe hands from the very first interview with Antoine.
What stood out immediately was the attention to detail and ability to bridge the gap between our technical teams and business stakeholders. When we discovered our system outage would impact globally instead of just Spain, tensions were sky-high. Antoine quickly provided alternatives, calmed everyone down, and gave us confidence we could still deliver.
The devil is always in the details with cutover, and that's exactly what Cutover Manager Services delivered - turning chaotic conversations into meaningful, actionable plans.
Thanks for making the impossible possible!
⭐⭐⭐⭐⭐
SAP S/4HANA Finance, HR, and Legal implementation - Go Live in October 2024
Seamless transition when we needed expertise fast!
When we were transitioning between PAS and EPR platforms, Cutover Manager Services joined us at the later stages and had to hit the ground running. From the moment we engaged their services, their expertise and dedication shone through in every aspect.
What impressed me most was their unparalleled professionalism - attentive, responsive, and truly committed to ensuring a smooth transition. Their strong communication skills and ability to understand our unique requirements enabled them to create a tailored plan that perfectly aligned with our objectives.
Their deep understanding of cutover management best practices and ability to anticipate potential risks was truly impressive. The attention to detail was remarkable, ensuring no aspect was overlooked while meticulously coordinating with our team and stakeholders.
Their adaptability and unwavering commitment to customer satisfaction make them an invaluable partner in navigating complex cutover processes.
⭐⭐⭐⭐⭐
EPR IMS Maxims - 20 Hospitals - Go Live in November 2021
Delivered Against All Odds
Antoine has been instrumental to the successful Cutover of Future Core 1.0 and 1.1. His thorough planning and hours spent refining the cutover plan, following by executing and continuing to refine his plan whilst leading on issue fixes has let to ussuccessfully going live. He has taken activities over and above is role so as to ensure we met the previous critical path.
Thank you Antoine, we couldn't have done this without you!
⭐⭐⭐⭐⭐
SAP S/4HANA Finance Cutover - Go Live January 2024
Exceeded Expectations
I have to admit that when I went on Google typing "Cutover Manager" and finding you on cutovermanager.com I had some doubts. It was too good to be true! 🙂
But at the end of the day, it appears to be a great pick!
Wish you all the best for your next assignment,
Thanks again.
⭐⭐⭐⭐⭐
WORKDAY Cutover for Air Liquide - Go Live in March 2023
Executed With Precision
CMS delivered the cutover on several key projects at BSPS, as we moved East Surrey Pathology services into the BSPS network. The Cutover Manager built a very detailed cutover plan and executed this with precision and calmness, liaising with many technology, clinical and pathology teams within the network and the trust.
⭐⭐⭐⭐⭐
LIMS Integration with EPIC and Cerner Cutovers + Lab Automation & Integration with EPIC Cutover for BSPS - Several Go Lives in 2022
The Zero Issues Cutover
CMS ran the cut over plan for a major systems upgrade for us, the tenacity and attention to detail from the Cutover Manager enabled us to plan and deploy with zero issues! Excellent cut over manager and highly recommended!
⭐⭐⭐⭐⭐
SAP Upgrade - Go Live in August 2020
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