Verify User Readiness

Use

To verify that your power users and end users feel confident about using the system in daily operations, and that they:

·         Know how to carry out their responsibilities after the system has gone live

·         Know how to log concerns and get help

·         Have the equipment and procedures necessary to do the job

·         Are confident that the data in the production system is complete and accurate

Procedure

1.       Convene a meeting with the power users, business process team leads, and the technical team lead to review the cutover plan.

-         Although the emphasis of this meeting is on the end users’ readiness for production operation, it is crucial that the technical team lead also attends.

2.       Create a cutover checklist for power users and end users in each business area. Send copies of the list to all meeting attendees with the meeting agenda. The person responsible for each business area should advise the meeting on how and when each task in the checklist can be completed. The agenda should cover:

-         Progress against cutover plan

-         Progress against cutover check list

-         Issues

-         Actions

3.       Review the cutover tasks and timetable. The result of this meeting should be:

-         Confirmation of the cutover plan

-         Identification of crucial cutover interdependencies

-         Agreement on date and time of next meeting to review results of end user readiness interviews

-         A list of actions to be completed by next meeting

4.       Conduct end user readiness interviews and checks. The person responsible in each area should carry out these checks in face-to-face interviews, using the cutover checklist and organizational risk assessment results to date.

-         Ensure that the interviewer signs off on each item to confirms that no further effort is required to enable production operation.

-         Escalate showstopper issues and unresolved implementation risks immediately to the project manager and/or change team lead.

5.       Convene a meeting with the same attendees to review the results of the interviews. The agenda should cover:

-         Results of end user readiness checks (and completed cutover checklists)

-         Review of cutover plan

6.       As the result of this meeting, prepare a recommendation to the steering committee:

-         If all is well, to proceed with the cutover on schedule.

-         If the review identifies problems that prevent going live on schedule, prepare an alternative strategy for presentation to the steering committee.

7.       Recommend the next step to the steering committee.

Result

Recommendation to steering committee