MFR Go Live Checklist
MFR Go Live Checklist
Focus Area Task ID Task Responsibility Business Impact if not Completed by Go Live Due Date Completion Date Task Status Status Date Weight Mitigation Steps
Administrative 1 Document unresolved DRS - Amy Some processes not functional 9/11/2020 Past Due
defects Voya - Brian M
Administrative 2 Update the Contract Scope DRS - Wendy No Clear Direction for Issues 9/14/2020 Past Due
of Services Voya - Brian M
Administrative 3 Develop and Execute a DRS-Johnna Some processes not functional 9/14/2020 Past Due
Contract Amendment to
address unresolved defects
Administrative 4 Develop Qtrly Executive DRS - Rose Lost Opportunity for Strategic Planning 9/14/2020 Past Due
Report Voya - Brian M
Administrative 5 Finalize Escalation Plan DRS - Rose Unresolved Issues 9/18/2020 Past Due
Voya - Brian M
Administrative 6 Sign off on PPSR DRS - Marla Potential audit issue for Voya 9/18/2020 Past Due
Voya - Chris
Administrative 7 Train Field Reps DRS-Ted Unable to Begin Service 9/21/2020 Past Due
Voya - Deb/Denise
Administrative 8 Develop Stabilization Plan DRS - Amy No Clear Direction for Issues 9/21/2020 Past Due
Voya - Brian M
Call Center 9 DRS Facilitate Culture DRS-Seth Missed Opportunity 9/11/2020 9/9/2020 Complete
Training
Call Center 10 Set Up IVR for Production Voya-Stella No Automated Phone Transactions 9/21/2020 Past Due
Call Center 11 Load Knowledge Voya-Stella Call Center Unable to Answer Questions 9/21/2020 Past Due
Management System
Call Center 12 Train Voya Call Center Teams Voya-Stella Unable to Service Customers 9/21/2020 9/11/2020 Complete
Call Center 13 Train DRS CC Team Voya-Stella Unable to Service Customers 9/21/2020 Past Due
Call Center 14 Connect Warm Transfer Line Voya-Stella Unable to Warm Transfer Customers 9/21/2020 Past Due
Communications 15 Mail initial customer mailings Voya-Nancy Increased phone calls 8/10/2020 8/10/2020 Complete
Communications 16 Mail $0 Balance Flyer Voya-Nancy Increased phone calls 8/21/2020 8/21/2020 Complete
Communications 17 Mail Installment Letters Voya-Nancy Increased phone calls 9/10/2020 9/10/2020 Complete
Communications 18 Mail PIN Letters Voya-Nancy Increased phone calls. 9/17/2020 Past Due
Unable to establish added security to customer
web access
Communications 19 DRS Stage website cutover DRS-Mike Z Will have broken links 9/20/2020 Past Due
Status
Focus Area Task ID Task Responsibility Business Impact if not Completed by Go Live Due Date Completion Date Task Status Status Date Weight Mitigation Steps
Communications 20 Release website Changes to DRS-Mike Z Will have broken links 9/21/2020 Past Due
Prod
Communications 21 Go Live Mailer DRS - Jessica Potential for complaints from customers not 9/21/2020 Past Due
Voya - Nancy aware of the status of live date
Conversion 22 Complete Mapping in Test Voya-John Inability to accurately map in Production 8/31/2020 8/31/2020 - installs Complete
Conversion open
Conversion 23 Resolve Test Data Issues Voya-John Data errors occur in Prod 9/3/2020 8/31/2020 Complete
Conversion 24 Promote Conversion Code to Voya-John Unable to load Production conversion data 9/11/2020 Past Due
Production
Conversion 25 Establish All Cost Basis Voya-John Unable to calculate basis recovery on accounts 9/15/2020 Past Due
Amounts
Conversion 26 Placeholder for additional Voya-John Unable to load Production conversion data 9/18/2020 Past Due
Conversion Code Promotion
Conversion 27 Receive Production Voya-John May not get production data loaded by go live 9/8/2020 9/8/2020 Complete
Conversion Data from
Empower On time
Conversion 28 Deliver Pre-Prod Files Empower-Andrea Delayed Go Live 9/8/2020 9/8/2020 Complete
Conversion 29 Final pre Conversion Files Empower-Andrea Delayed Go Live 9/12/2020 Past Due
Conversion 30 Supporting forms for in pend Empower-Andrea Delayed Go Live 9/11/2020 Past Due
and future dates
Conversion 31 Deliver Final Prod Files Empower-Andrea Delayed Go Live 9/13/2020 Past Due
Conversion 32 Deliver Prod Balance Report Voya-John Delayed Go Live 9/15/2020 Past Due
to DRS
Conversion 33 Update DRS Programs to DRS-Lori Delayed Go Live 9/8/2020 9/4/2020 Complete
Point to Voya
Custom Functions 34 Register DRS Admin Users in DRS - TBD DRS unable to register team members 9/18/2020 9/8/2020 Complete
Microsite Admin Portal
Custom Functions 35 Promote Microsite to Pidalia-Justin Unable to process online withdrawals 9/9/2020 Past Due
Production
De-Conversion 36 Voya Execute De-Conversion Empower-Andrea Delayed Go Live 9/14/2020 Past Due
Plan
De-Conversion 37 DRS Execute Operational DRS-Marla Increased In-Process Conversion Activities 9/14/2020 Past Due
Holds
De-Conversion 38 Port Phone # to Voya Empower-Andrea Delayed Go Live 9/11/2020 Past Due
Status
Focus Area Task ID Task Responsibility Business Impact if not Completed by Go Live Due Date Completion Date Task Status Status Date Weight Mitigation Steps
De-Conversion 39 Initiate Blackout Empower-Andrea Delayed Go Live 9/4/2020 9/4/2020 Complete
Implementation 40 Trade Desk Set Up Voya-Matt Unable to trade $$ 8/31/2020 8/31/2020 Complete
Implementation 41 Split TAP Units Voya-John Unable to match decimals 9/14/2020 Past Due
Implementation 42 Test SSO Function Voya-David Increased Phone Calls 8/21/2020 8/27/2020 Complete
Implementation 43 Set up Voya Distribution Voya-John Payments will not be funded 8/31/2020 8/14/2020 Complete
DDA Accounts @ SSB
Implementation 44 Set up DRS Contribution WSIB-Cala Contributions will not get invested for customer 8/31/2020 9/8/2020 Complete
Accounts with SIB accounts
Implementation 45 Train DRS Teams - Micro DRS-Katie Unable to Access Online Withdrawal Status 9/14/2020 Past Due
Admin Portal
Implementation 46 DRS Set Up Voya SFT Prod DRS-Lori Unable to exchange interface files 8/31/2020 9/4/2020 Complete
Implementation 47 Finalize Go Live Plan DRS-Marla Operational Confusion and Errors 8/28/2020 9/11/2020 Complete
Implementation 48 Set up JIRA for Go Live Pidalia-Justin Operational Confusion and Errors 9/3/2020 9/3/2020 Complete
Implementation 49 Train DRS Teams - PWEB DRS-Ken/Dina Unable to fully service customers 9/18/2020 Past Due
Implementation 50 Train Fiscal Team on DRS-Tracie Operational Confusion and Errors 9/18/2020 Past Due
Financial Reports and
Processes
Implementation 51 Open All RK Services Voya-Brian Delayed Go Live 9/21/2020 Past Due
Plan Set Up 52 DRS and Voya Load new DRS - Jessica Will have broken or missing links 9/18/2020 Past Due
forms Voya - Kelly
Plan Set Up 53 Train Voya Back Office Teams Voya-Kelly Errors in Processing 9/14/2020 Past Due
Plan Set Up 54 Register DRS Admin Users in Voya-Kelly Unable to communicate account information 9/14/2020 Past Due
Plan Sponsor Site Between DRS and Voya
Plan Set Up 55 Set up Fund Performance Voya-Jay Delays in performance reporting 9/14/2020 Past Due
Desk
Plan Set Up 56 Train DRS PC and Fiscal Voya-Kelly Errors in Processing 9/14/2020 Past Due
Teams on Plan Sponsor Site
Plan Set Up 57 Update DRS OLM and Desk DRS-Marla Errors in Processing 9/14/2020 Past Due
Manuals
Plan Set Up 58 DRS Begin Delivering Trailing DRS-Katie Reduces processing time for Voya 9/11/2020 Past Due
Forms from Empower via
task manager
Plan Set Up 59 Trailing Forms Have Been Voya-Kelly Missed processing cutoff dates 9/30/2020 Past Due
Processed by Voya
Status
Focus Area Task ID Task Responsibility Business Impact if not Completed by Go Live Due Date Completion Date Task Status Status Date Weight Mitigation Steps
Plan Set Up 60 Finalize Qtr 3 Prorated Fees Voya - Kelly Unable to calculate and apply Qtr 3 fees 8/28/2020 8/26/2020 Complete
Amt DRS - Cathy
Plan Set Up 61 Promote PWEB to Voya-Chris Unable to fully service customers 9/20/2020 Past Due
Production
Plan Set Up 62 Confirm Pricing Feed Setup Voya-Chris Unable to provide historical price information 9/4/2020 9/8/2020 Complete
Work
ID Stream Category Task Acceptance Criteria
Security Walkthru of how security Phase 4 Acceptance, Attachment
policies met is accepted #1 Acceptance Additional
Condition for Acceptance is
complete
1 TECH
Infrastructure Pre-Prod (previously named All SW, Tools, Utilities are
Training) environment is installed and configured; Security
operational setup is complete
2 TECH
Operations Technical Documentation is Associated deliverable is
Readiness in place approved
3 PM
OCIO Security Design Review is OCS approved Security Design
Readiness complete
4 TECH
System Penetration test remediation All critical findings are mitigated
Readiness is complete
5 TEST
System Penetration testing is Associated deliverable is
Readiness complete and approved approved
6 TEST
Security "SAG" account action plan Phase 4 Acceptance, Attachment
steps are complete #1 SAG account action plan is
complete
7 TECH
System Performance testing is Test and Tuning are complete
Readiness complete
8 TEST
System Performance testing is Associated deliverable is
Readiness approved approved
9 TEST
Infrastructure DR environment is DR Proof of Concept is complete
operational
10 TECH
Operations Process for Associated deliverable is
Readiness stabilization/optimization approved
period has been developed,
approved and shared with
Business Team Members.
11 PM
System Cutover 1 Table Top dry-run All cut over steps were verified
Readiness is complete and executed
12 PM
System Disaster Recovery Associated deliverable is
Readiness environment is ready, tested approved
and approved
13 TEST
System User Acceptance testing is Associated deliverable is
Readiness complete and approved approved
14 TEST
System Root Cause Analysis of User The root cause analysis for the
Readiness Acceptance Testing Issue UAT event that stopped testing is
understood and does not add
risk to moving our applications to
Linux, due by the end of UAT
15 TEST
Data Readiness Data loading/migration has User Acceptance testing verifies
been tested/completed. data loading migration
16 TEST
Data Readiness Data accuracy has been User Acceptance testing verifies
verified. data accuracy
17 TEST
System Phase 5 Deliverables related Associated deliverables are
Readiness to preparation of go-live are approved
complete and approved
18 PM
System Cutover 2 dry-run is All cut over steps were verified
Readiness successful and executed
19 PM
Infrastructure Dev environment is All SW, Tools, Utilities are
operational installed and configured; Security
setup is complete
20 TECH
Infrastructure QA environment is All SW, Tools, Utilities are
operational installed and configured; Security
setup is complete
21 TECH
Infrastructure Prod environment is All SW, Tools, Utilities are
operational installed and configured; Security
setup is complete
22 TECH
OCIO Meeting is held and CIO
Readiness OCIO, WaTech Go / No-Go approves
Briefing Complete
23 PM
System Access is granted for users User Access is verified
Readiness
24 TECH
Technical DRS technicians are trained CSI Learning Journey Dashboard
People and had sufficient knowledge metrics demonstrate KT&T
Readiness transfer individual progression sufficient
to reach Independent skill levels
for Learners (SD & ITS tam
members)
25 OCM
Business DRS business is trained and Learning Journey Dashboard
People had sufficient knowledge includes Business Audience, Post
Readiness transfer; post training survey Business Audience Training
results survey outcomes are positive
26 OCM
Leadership Leadership ensures that
Readiness Team members had
sufficient knowledge transfer
28 OCM
Organization Technical Processes are in The Operations Documents for
Readiness place Future State processes are
complete, reviewed by CSI and
accepted by Sponsor (Jay Walsh)
29 OCM
Operations Operations Document Draft Associated deliverable is drafted
Readiness is complete and has been and reviewed
reviewed
30 PM
System No open defects level 1 or Per Contract
Readiness level 2 at time of Go / No Go
decision
31 TEST
System Pre-Deployment Tasks are Pre-Deployment tasks in the
Readiness Complete project schedule are complete
32 PM
Impact if not Completed by Go Phase 5 Completion
Live Unique ID Due Date Date Task Status
Delayed Go Live 2/17/2021 2/18/2021 Complete
3.5.16 Disaster
Recovery/Business Continuity
Assessment
Due at go -live
TEST
PM
OCM
0 5 10 15 20 25 30 35
Burned down Balance
Day Planned Completed Tasks Planned Tasks Complete
11/16/2020 32 32 35
11/17/2020 0 0 32 32
11/18/2020 0 0 32 32
11/19/2020 0 0 32 32
30
11/20/2020 0 0 32 32
11/21/2020 0 0 32 32
11/22/2020 0 0 32 32
25
11/23/2020 0 0 32 32
11/24/2020 0 0 32 32
11/25/2020 0 0 32 32
11/26/2020 0 0 32 32 20
11/27/2020 0 0 32 32
11/28/2020 0 0 32 32
11/29/2020 0 0 32 32 15
11/30/2020 0 0 32 32
12/1/2020 0 0 32 32
12/2/2020 0 0 32 32 10
12/3/2020 0 0 32 32
12/4/2020 0 0 32 32
12/5/2020 0 0 32 32
5
12/6/2020 0 0 32 32
12/7/2020 0 0 32 32
12/8/2020 0 0 32 32
0
12/9/2020 0 0 32 32
20 20 20 20 20 20 20 20 20 20 20 20
12/10/2020 0 0 32 32 16/ 20/ 24/ 28/ /2/ /6/ 10/ 14/ 18/ 22/ 26/ 30/ /3
/ / / / 2 2 / / / / / / 1
11 11 11 11 1 1 12 12 12 12 12 12
12/11/2020 0 0 32 32
12/12/2020 0 0 32 32
12/13/2020 0 0 32 32
12/14/2020 0 0 32 32
12/15/2020 0 0 32 32
12/16/2020 0 0 32 32
12/17/2020 0 0 32 32
12/18/2020 0 0 32 32
12/19/2020 0 0 32 32
12/20/2020 0 0 32 32
12/21/2020 0 0 32 32
12/22/2020 0 0 32 32
12/23/2020 0 0 32 32
12/24/2020 0 0 32 32
12/25/2020 0 0 32 32
12/26/2020 0 0 32 32
12/27/2020 0 0 32 32
12/28/2020 0 0 32 32
12/29/2020 0 0 32 32
12/30/2020 0 0 32 32
12/31/2020 0 0 32 32
1/1/2021 0 0 32 32
1/2/2021 0 0 32 32
1/3/2021 0 0 32 32
1/4/2021 0 0 32 32
1/5/2021 0 0 32 32
1/6/2021 0 0 32 32
1/7/2021 0 0 32 32
1/8/2021 0 0 32 32
1/9/2021 0 0 32 32
1/10/2021 0 0 32 32
1/11/2021 0 0 32 32
1/12/2021 0 0 32 32
1/13/2021 0 0 32 32
1/14/2021 0 0 32 32
1/15/2021 0 0 32 32
1/16/2021 0 0 32 32
1/17/2021 0 0 32 32
1/18/2021 0 0 32 32
1/19/2021 0 0 32 32
1/20/2021 0 0 32 32
1/21/2021 0 0 32 32
1/22/2021 0 0 32 32
1/23/2021 0 0 32 32
1/24/2021 0 0 32 32
1/25/2021 0 0 32 32
1/26/2021 0 0 32 32
1/27/2021 0 0 32 32
1/28/2021 0 0 32 32
1/29/2021 0 0 32 32
1/30/2021 0 0 32 32
1/31/2021 0 0 32 32
2/1/2021 0 0 32 32
2/2/2021 0 0 32 32
2/3/2021 0 0 32 32
2/4/2021 0 0 32 32
2/5/2021 0 0 32 32
2/6/2021 0 0 32 32
2/7/2021 0 0 32 32
2/8/2021 0 0 32 32
2/9/2021 0 0 32 32
2/10/2021 0 0 32 32
2/11/2021 0 0 32 32
2/12/2021 0 0 32 32
2/13/2021 0 0 32 32
2/14/2021 0 0 32 32
2/15/2021 0 0 32 32
2/16/2021 0 0 32 32
2/17/2021 1 0 31 32
2/18/2021 0 1 31 31
2/19/2021 0 0 31 31
2/20/2021 0 0 31 31
2/21/2021 0 0 31 31
2/22/2021 0 0 31 31
2/23/2021 0 0 31 31
2/24/2021 0 0 31 31
2/25/2021 0 0 31 31
2/26/2021 0 0 31 31
2/27/2021 0 0 31 31
2/28/2021 0 0 31 31
3/1/2021 0 0 31 31
3/2/2021 0 0 31 31
3/3/2021 0 0 31 31
3/4/2021 0 0 31 31
3/5/2021 0 0 31 31
3/6/2021 0 0 31 31
3/7/2021 0 0 31 31
3/8/2021 0 0 31 31
3/9/2021 0 0 31 31
3/10/2021 0 0 31 31
3/11/2021 0 0 31 31
3/12/2021 0 0 31 31
3/13/2021 0 0 31 31
3/14/2021 0 0 31 31
3/15/2021 0 0 31 31
3/16/2021 0 1 31 30
3/17/2021 0 0 31 30
3/18/2021 0 0 31 30
3/19/2021 0 0 31 30
3/20/2021 0 0 31 30
3/21/2021 0 0 31 30
3/22/2021 0 0 31 30
3/23/2021 0 0 31 30
3/24/2021 0 0 31 30
3/25/2021 0 0 31 30
3/26/2021 0 0 31 30
3/27/2021 0 0 31 30
3/28/2021 0 0 31 30
3/29/2021 1 1 30 29
3/30/2021 0 0 30 29
3/31/2021 0 0 30 29
4/1/2021 0 0 30 29
4/2/2021 0 0 30 29
4/3/2021 0 0 30 29
4/4/2021 0 0 30 29
4/5/2021 0 0 30 29
4/6/2021 0 0 30 29
4/7/2021 0 0 30 29
4/8/2021 0 0 30 29
4/9/2021 0 0 30 29
4/10/2021 0 0 30 29
4/11/2021 0 0 30 29
4/12/2021 1 0 29 29
4/13/2021 0 0 29 29
4/14/2021 0 0 29 29
4/15/2021 0 0 29 29
4/16/2021 1 1 28 28
4/17/2021 0 0 28 28
4/18/2021 0 0 28 28
4/19/2021 0 0 28 28
4/20/2021 2 2 26 26
4/21/2021 0 1 26 25
4/22/2021 0 0 26 25
4/23/2021 1 0 25 25
4/24/2021 0 0 25 25
4/25/2021 0 0 25 25
4/26/2021 2 2 23 23
4/27/2021 0 0 23 23
4/28/2021 0 0 23 23
4/29/2021 1 1 22 22
4/30/2021 0 0 22 22
5/1/2021 0 0 22 22
5/2/2021 0 0 22 22
5/3/2021 1 0 21 22
5/4/2021 1 1 20 21
5/5/2021 1 4 19 17
5/6/2021 0 0 19 17
5/7/2021 0 0 19 17
5/8/2021 0 0 19 17
5/9/2021 0 0 19 17
5/10/2021 6 1 13 16
5/11/2021 0 0 13 16
5/12/2021 0 1 13 15
5/13/2021 0 2 13 13
5/14/2021 0 0 13 13
5/15/2021 0 0 13 13
5/16/2021 0 0 13 13
5/17/2021 1 0 12 13
5/18/2021 0 0 12 13
5/19/2021 0 0 12 13
5/20/2021 0 2 12 11
5/21/2021 0 0 12 11
5/22/2021 0 0 12 11
5/23/2021 0 0 12 11
5/24/2021 3 0 9 11
5/25/2021 0 1 9 10
5/26/2021 0 0 9 10
5/27/2021 0 3 9 7
5/28/2021 4 1 5 6
5/29/2021 0 0 5 6
5/30/2021 0 0 5 6
5/31/2021 0 0 5 6
6/1/2021 0 0 5 6
6/2/2021 2 2 3 4
6/3/2021 1 0 2 4
6/4/2021 2 4 0 0
0 0 0 0 0 0 0 0 0 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
/2 2/2 6/2 0/2 4/2 8/2 2/2 6/2 0/2 3/2 7/2 1/2 5/2 9/2 3/2 7/2 1/2 4/2 8/2 2/2 6/2 0/2 4/2 8/2 4/2 8/2 2/2 6/2 0/2 4/2 8/2 1/2 5/2 9/2 3/2 7/2 1/2 5/2 9/2 3/2 7/2 1/2 5/2 9/2 3/2 7/2
/ / 1 1 1 2 2 3 / / 1 1 1 2 2 3 / / 1 1 2 2 2 / / 1 1 2 2 2 / / / 1 1 2 2 2 / / 1 1 1 2 2
12 12 12/ 12/ 12/ 12/ 12/ 12/ 1 1 1/ 1/ 1/ 1/ 1/ 1/ 2 2 2/ 2/ 2/ 2/ 2/ 3 3 3/ 3/ 3/ 3/ 3/ 4 4 4 4/ 4/ 4/ 4/ 4/ 5 5 5/ 5/ 5/ 5/ 5/ 5/