Objective
Provide a precise T-30 to T+7 cutover schedule, with go/no-go checkpoints, rollback plan, and smoke-test criteria to guarantee a stable transition from staging to production across all AlShayeb branches (Bethlehem HQ, Ramallah, Jerusalem, Amman, and Egypt).
Quick Launch Checklist
Command Center
Establish cutover command center (CFO + PMO + IT Ops) with live war room chat
Development Freeze
Freeze development and configuration at T-15
Data Migration
Execute final data migration and user access provisioning at T-3
Pre-Flight Checks
Verify intercompany balances = 0, all tests passed, and backups complete
Go/No-Go Meeting
Conduct Go/No-Go meeting (CFO sign-off mandatory)
Hypercare Monitoring
Post-Go-Live monitor system for 7 days; track errors in Helpdesk
Rollback Readiness
Implement rollback plan (restore from backup + revert user access) if failure triggers
A. Cutover Timeline – T-30 to T+7 Checklist
| Phase / Day | Activity | Responsible | Artifacts / Deliverables | Status Gate |
|---|---|---|---|---|
| T-30 to T-21 | Announce go-live date, cutover calendar, and freeze schedule | PMO | Cutover memo, communication plan | ✅ Go-Live prep kickoff |
| Validate environment capacity (Odoo.sh / DB size, backups) | IT Ops | Performance report | - | |
| T-20 to T-15 | Finalize UAT, close all critical defects | PMO + QA | UAT sign-off sheet | ✅ UAT Complete |
| Train super-users and helpdesk agents | HR + AI Dir | Training attendance sheet | - | |
| T-15 | Freeze code and configuration | Tech Lead | Git tag "Release-1.0" | ✅ Code Freeze |
| T-14 to T-10 | Data migration dry run in STAGE | Data Gov Lead | Migration logs, DQ report | - |
| Validate intercompany reconciliations (pre-go) | IC Controller | IC report | ✅ IC=0 | |
| T-9 to T-6 | Perform user mapping and access validation | IT Ops + HR | User access matrix | - |
| Prepare rollback plan & test restore | IT Ops | DR test report | ✅ Backup Verified | |
| T-5 | Confirm go/no-go readiness checklist | CFO + PMO | Pre-Go-Live checklist | ✅ Go Decision pending |
| T-4 | Notify all branches of freeze on old systems | PMO | Comms log | - |
| Lock old databases (readonly) | IT Ops | Lock confirmation | ✅ Data freeze | |
| T-3 to T-2 | Perform Final Data Migration to PROD | Data Gov Lead | Migration logs | - |
| Verify opening balances, HR records, COA | Finance Controller | Reconciliation doc | ✅ Migration validated | |
| T-1 | Conduct Go/No-Go meeting | CFO + Board | Signed Go/No-Go report | ✅ Greenlight |
| T-0 (Go-Live Day) | Activate production users | IT Ops | Access log | ✅ Production Live |
| Monitor first transactions (Finance, HR, AI) | PMO | Smoke test results | ✅ Smoke test pass | |
| T+1 to T+3 | Hypercare period; dedicated on-site/remote support | PMO + AI Team | Daily log | - |
| Monitor performance + IC balance + tickets | IT Ops | System metrics report | ✅ Stable ops | |
| T+4 to T+7 | Close hypercare; release post-go-live report | PMO + CFO | Go-Live summary, lessons learned | ✅ Cutover closed |
B. Go / No-Go Criteria
| Category | Go Criteria (Mandatory) | No-Go Trigger (Rollback) |
|---|---|---|
| Data Integrity | Migration success ≥ 99%, DQ score ≥ 98% | Major mapping or duplicate errors |
| Finance | Trial balance per branch matches legacy within 0.5% | Unreconciled accounts > threshold |
| Intercompany | All IC accounts net to 0 | IC imbalance > 0.01 |
| Access / Security | User access matrix validated | SOD or role violation found |
| AI Helpdesk | ≥90% ticket handling test passed | AI responses without citations |
| Infrastructure | Backups verified, RPO ≤ 1 hr | Backup failure / restore error |
| Training / Support | Super-user trained at each branch | No local support readiness |
| Stakeholder Approval | CFO + PMO sign-off | Any sign-off pending |
C. Rollback Plan (if No-Go or Critical Failure)
| Step | Action | Responsible | Estimated Duration |
|---|---|---|---|
| 1 | Stop production instance | IT Ops | Immediate |
| 2 | Notify all users, revert to "Read-Only Mode" | PMO | 15 min |
| 3 | Restore backup from pre-cutover (T-1) | IT Ops | 1–2 hr |
| 4 | Validate restoration integrity | Tech Lead | 1 hr |
| 5 | Resume operations in legacy or test environment | CFO + PMO | 3 hr |
| 6 | Investigate failure, document root cause | PMO + Audit | 24 hr |
| 7 | Schedule new cutover window (within 5 days) | PMO | TBD |
Rollback Success Criteria:
- Data restored to pre-cutover state
- No financial impact or duplicate entries
- All audit logs intact and validated
D. Smoke Test Checklist (T-0 to T+1)
| Category | Test Case | Expected Result | Pass/Fail | Owner |
|---|---|---|---|---|
| Login & Access | User login per branch | Success, correct company context | - | IT Ops |
| Finance | Create and post vendor bill | Posted, journal balanced | - | Finance |
| Bank reconciliation | Statement reconciled | - | Finance | |
| HR | Generate payslip | Payslip created; tax calc correct | - | HR |
| Projects | Create new project + task | Saved and visible in dashboard | - | PMO |
| AI Helpdesk | Submit FAQ | AI returns correct article citation | - | AI Lead |
| Low confidence → human escalation | Escalation ticket created | - | Curator | |
| Documents | Upload and approve contract | Saved to correct workspace | - | PMO |
| Audit / Logs | Verify system log creation | Actions recorded in audit log | - | Audit |
Pass Threshold: ≥95% of smoke tests successful within first 24 hours
E. Communication & Escalation Plan
| Stage | Channel | Owner | Response Window |
|---|---|---|---|
| Pre-Go-Live | Email + Teams announcement | PMO | 24 hr |
| Go-Live Day | WhatsApp "War Room" + Teams | PMO + IT Ops | Real-time |
| Post-Go-Live | Daily summary email | PMO | EOD |
| Critical Incident | Direct call to CFO / Audit | IT Ops | 15 min |
F. Post-Go-Live Stabilization (T+1 to T+7)
| Focus Area | Task | Owner | Metric / KPI |
|---|---|---|---|
| System Health | Monitor CPU, DB latency, job queue | IT Ops | Response time < 2s |
| Helpdesk Volume | Track # tickets/day, AI vs manual | AI Lead | Auto-handled ≥ 70% |
| Finance Accuracy | Validate first journal entries | CFO | 0 IC imbalance |
| Audit Compliance | Confirm logs intact | Audit Dir | 100% log coverage |
| User Adoption | Survey end-users | HR | ≥85% positive feedback |
| Data Governance | Check DQ reports (duplicates, missing) | Data Gov Lead | <1% invalid records |
| Training Gaps | Capture support trends → new SOPs | Edu Dir | Weekly report |
G. Cutover Documentation Package
Storage Location: /Documents/Cutover/<YYYY-MM-DD>/ and /Audit/Cutover/
Retention: 7 years (audit)
Package Contents:
- Cutover Calendar & Checklist (PDF)
- Go/No-Go Approval Record
- Migration & Validation Logs
- Smoke Test Results
- Rollback Plan Verification
- Post-Go-Live Hypercare Summary
- CFO & PMO Sign-Off