ERP Cutover Plan + Hypercare Checklist

ERP go-lives don’t fail because “the system isn’t ready.” They fail because cutover execution is unclear: tasks aren’t owned, steps aren’t rehearsed, data and integrations surprise you at the worst time, and hypercare becomes a chaotic war room instead of a controlled stabilization plan. When that happens, the business pays in downtime, missed orders, delayed closes, and a loss of trust that’s hard to recover.

This guide gives you a practical, platform-agnostic ERP cutover plan you can actually run—plus a strict go/no-go checklist, a usable cutover runbook, and a full hypercare checklist to stabilize fast after go-live. If you’re close to launch and feeling schedule pressure, use this to protect outcomes (not just the date) and reduce disruption.

The Short Answer

• What is a cutover plan? A time-based plan that defines every go-live task (data loads, access changes, integrations, validations), who owns it, when it happens, and how success is verified.
• Typical timeline: T-6 weeks → T+4 weeks (planning, rehearsal, execution, stabilization).
• Core cutover workstreams: governance, data migration/reconciliation, integrations/monitoring, security/access, testing sign-offs, reporting/finance close readiness, training/comms, operational readiness, cutover execution runbook, rollback/continuity.
• Hypercare essentials: command center, triage discipline, SLAs, escalation, daily metrics, stabilization backlog.
• Top 5 failure points: late data issues, silent integration failures, wrong access/SoD problems, finance close not validated, and war-room chaos without ownership.

Definitions

• Cutover: The controlled transition from the old system(s) to the ERP—tasks, timing, owners, and validations.
• Go-live: The moment the ERP becomes the system of record for live transactions.
• Hypercare: The structured support period after go-live (often 2–8 weeks) to stabilize operations and remove adoption blockers quickly.
• Stabilization: The shift from “urgent fixes” to a predictable support rhythm, with performance, process, and reporting working reliably.
• Command Center (War Room): A centralized triage and decision forum during go-live/hypercare with clear routing and priorities.
• Go/No-Go: A formal decision checkpoint where leadership decides whether to proceed with go-live based on objective readiness criteria.

Cutover Timeline

A disciplined ERP go-live plan starts weeks before launch. Your cutover success is mostly determined by what you lock down, rehearse, and validate before go-live day.

Cutover timeline table (T-6 weeks → T+4 weeks)

Time window	Key activities	Primary owners	Key outputs
T-6 weeks	Confirm cutover scope, define workstreams, draft runbook, define go/no-go criteria, start hypercare staffing plan	ERP PM, cutover lead, process owners	Cutover plan v1, governance cadence, draft go/no-go checklist
T-4 weeks	Finalize data strategy and reconciliation approach, freeze critical design decisions, confirm integration monitoring plan, align training plan	Data lead, integration lead, change lead	Data migration plan, reconciliation rules, monitoring checklist, training schedule
T-2 weeks	Execute full cutover rehearsal (or major rehearsal), validate end-to-end process flows, confirm close/reporting readiness scenarios	Cutover lead, QA lead, finance lead	Rehearsal report, defect remediation plan, updated runbook
T-1 week	Change freeze window begins (typical), finalize access/roles, confirm support model and triage, validate “day-in-the-life” scenarios	Security lead, support lead, process owners	Final runbook, access readiness, support playbook, readiness dashboard
T-3 days	Pre-load tasks (as applicable), final data extracts, reconciliation pre-checks, integration connectivity checks, comms to business	Data lead, integration lead, comms lead	Data extract validation, connectivity sign-off, comms pack
T-1 day	Execute remaining pre-cutover tasks, system backup/rollback readiness, final go/no-go meeting	Sponsor, ERP PM, cutover lead	Go/no-go decision, rollback confirmed, final runbook sign-off
Go-live day	Execute runbook tasks by time, validate integrations, validate core transactions, stand up command center, triage	Cutover lead, support lead, process owners	Go-live execution log, validation evidence, issue triage board
T+1 week	Hypercare command center daily rhythm, high-severity fixes, adoption blockers, stabilize integrations/reporting	Hypercare lead, functional leads, IT ops	Daily dashboard, SLA adherence, top issues resolved
T+2–4 weeks	Shift to stabilization: root-cause fixes, performance tuning, backlog prioritization, transition to steady-state support	ERP PM, support manager, sponsor	Stabilization backlog, support transition plan, post-go-live review

What changes the cutover timeline (drivers)

• Data volume/complexity (number of objects, historical depth, transformations)
• Integration complexity (real-time vs batch, middleware, number of endpoints)
• Regulatory/security constraints (SoD validation, audit, approvals)
• Finance close timing (if go-live overlaps close, risk rises)
• User readiness (training completion + actual confidence)
• Change freeze discipline (late changes blow up rehearsal learning)

Common Mistake: Teams treat rehearsal as optional and use go-live as the rehearsal. That’s how “small issues” become business disruption.

Cutover Workstreams

Below are 10 workstreams you can use as your complete ERP cutover checklist. Don’t merge these into one giant list. Cutover works when each stream has an owner, outputs, and verification steps.

A) Governance & Decision-Making

Goal: Create fast decisions with accountability, not a slow consensus loop.

Checklist

• Name a single cutover lead (one throat to choke)
• Define workstream owners and backups
• Set daily cutover cadence (pre-go-live) + hourly go-live cadence (as needed)
• Define decision rights (who can approve changes, overrides, workarounds)
• Establish an escalation path to sponsor/steering
• Create a single source of truth (runbook + issue board)
• Define “change freeze” rules and exceptions process
• Align on go/no-go criteria early (not the night before)
• Confirm comms channels (Slack/Teams bridge + email cadence)
• Create an executive update template (status, risks, asks)

Deliverables/outputs

• Cutover governance + escalation map
• Change freeze policy
• Go/no-go decision meeting schedule
• Cutover status reporting template

Owner(s)

• ERP Program Manager + Cutover Lead (Accountable)
• Executive Sponsor (Final decision)

B) Data Migration & Reconciliation

Goal: Move correct data, prove it’s correct, and know exactly what’s missing.

Checklist

• Finalize data scope (master, open transactions, balances, history depth)
• Define cutover data loads vs post-go-live loads
• Confirm data mapping and transformation rules are locked
• Assign data owners for each domain (customer, vendor, item, GL, etc.)
• Define reconciliation methods (counts, totals, samples, exceptions)
• Build a reconciliation tracker with sign-off fields
• Run trial cutover loads in rehearsal environment(s)
• Validate opening balances and subledger tie-outs (finance)
• Validate inventory quantities/valuation (ops/finance)
• Validate open orders, invoices, PO status (ops)
• Document known data limitations and business workarounds
• Define “data fix” process during hypercare (who, how, audit trail)

Deliverables/outputs

• Final data migration plan + cutover load schedule
• Reconciliation tracker + sign-off evidence
• Final data extract validation log
• Exception log + resolution plan

Owner(s)

• Data Lead (Responsible)
• Finance Lead + Process Owners (Sign-off)

C) Integrations & Monitoring

Goal: Ensure integrations work end-to-end and failures are detected immediately.

Checklist

• Confirm integration inventory and owners
• Validate connectivity (credentials, endpoints, certificates, firewall)
• Confirm production monitoring/alerts (not just dev logs)
• Validate integration error handling and retry logic
• Create “integration health” dashboard (critical interfaces first)
• Execute end-to-end tests for each integration scenario
• Validate file-based interfaces (file naming, schedules, archives)
• Confirm timing dependencies (batch windows, cutover blackout windows)
• Establish “silent failure” detection (no data received = alert)
• Confirm runbook steps for integration outages
• Ensure support has access to logs/monitoring tools
• Validate data consistency (source vs ERP) for key objects

Deliverables/outputs

• Integration monitoring checklist
• Interface validation evidence
• Alerting rules + escalation matrix
• Integration runbook section (triage steps)

Owner(s)

• Integration Lead + IT Ops (Responsible)
• ERP PM (Accountable)

D) Security/Access & SoD Controls

Goal: Users can do their jobs on day one—securely—with compliance intact.

Checklist

• Finalize security roles and user provisioning approach
• Validate segregation of duties (SoD) conflicts and mitigations
• Confirm MFA/SSO readiness (if applicable)
• Provision go-live user accounts and role assignments
• Test access for key roles (finance, procurement, warehouse, sales ops)
• Validate approval chains and delegation rules
• Confirm break-glass admin access and audit trails
• Validate password/reset processes and support paths
• Validate external user access (vendors/portals) if applicable
• Confirm audit logging is enabled and retained appropriately
• Lock down privileged access and define emergency approvals

Deliverables/outputs

• Access readiness report
• SoD validation report + mitigations
• User provisioning tracker
• Security runbook (access issues triage)

Owner(s)

• Security/Compliance Lead + ERP Security Admin
• Business owners sign off role access

E) Testing Sign-Offs (SIT/UAT/Regression)

Goal: Prove real workflows work with acceptable defect levels.

Checklist

• Confirm SIT is complete with evidence
• Confirm UAT includes real scenarios and edge cases
• Establish defect severity definitions (Sev-1/2/3)
• Define defect thresholds for go-live
• Confirm regression testing for critical flows after late fixes
• Run “day-in-the-life” simulation across departments
• Confirm performance checks (critical screens/processes)
• Validate controls (audit logs, approvals, posting)
• Ensure unresolved defects have documented workarounds
• Obtain formal sign-offs from process owners
• Validate data + integrations in test cycles (not isolated)

Deliverables/outputs

• Test completion report
• Defect dashboard with severity counts
• UAT sign-off documents
• Known issues list + workaround plan

Owner(s)

• QA/Testing Lead (Responsible)
• Process owners (Accountable for UAT sign-off)

F) Reporting & Financial Close Readiness

Goal: Finance can close, leadership can see KPIs, and reporting is trusted.

Checklist

• Define “must-have” reports for day one (not nice-to-have)
• Validate trial balance and posting logic
• Validate subledger-to-GL reconciliations (AP/AR/Inventory)
• Test close activities (accruals, allocations, consolidations)
• Validate tax rules and invoicing outputs
• Validate management reporting and KPIs
• Confirm report security and access
• Confirm data refresh cadence if using BI/warehouse
• Validate month-end timeline impact around go-live
• Prepare contingency reporting options (temporary extracts)

Deliverables/outputs

• Close readiness checklist + sign-off
• Report validation pack
• Day-1 reporting list + owners
• Contingency reporting plan

Owner(s)

• Finance Ops Lead/Controller (Accountable)
• Reporting lead/BI lead (Responsible)

G) Training, Comms & Change Readiness

Goal: Users know what to do on day one and how to get help.

Checklist

• Confirm role-based training completed (not generic module training)
• Track readiness metrics (attendance + confidence + practice)
• Deliver quick reference guides (QRGs) for key tasks
• Communicate “what changes on go-live day” clearly
• Confirm managers are equipped to reinforce new workflows
• Define support paths and publish them to all users
• Run office hours before go-live
• Identify super users and provide escalation training
• Define comms cadence for go-live and hypercare
• Confirm comms for external stakeholders (vendors/customers) if impacted

Deliverables/outputs

• Training completion dashboard
• QRG pack
• Go-live comms pack
• Super user roster

Owner(s)

• Change Management Lead (Responsible)
• Business process owners (Accountable)

H) Operational Readiness (SOPs, Support Process)

Goal: The business can operate with clear SOPs and a functioning support model.

Checklist

• Update SOPs for key workflows (order entry, receiving, invoicing, etc.)
• Confirm support intake process (portal/email/form)
• Define ticket categories and routing rules
• Define SLAs and escalation thresholds
• Confirm support staffing schedule (hypercare coverage hours)
• Train support team on common issues + runbook steps
• Define maintenance windows and communications
• Confirm incident response process for critical outages
• Create a knowledge base for frequent issues
• Confirm ownership for master data changes post go-live

Deliverables/outputs

• Support process SOP
• Ticket routing matrix
• SLA policy (hypercare vs steady state)
• Knowledge base starter pack

Owner(s)

• Support Lead / Service Manager (Accountable)
• ERP PM (Consulted)

I) Cutover Execution (Runbook + Task Timing)

Goal: Execute cutover as a controlled operation with timestamps and verification.

Checklist

• Build runbook with Task IDs, owners, dependencies, times
• Define validation step for every critical task
• Define “stop points” (if validation fails, escalation occurs)
• Confirm rehearsal updates are reflected in runbook
• Lock down runbook version control
• Prepare cutover command center channels and bridges
• Assign a scribe to log decisions and status in real time
• Define green/amber/red status definitions
• Confirm “who flips the switch” for each system change
• Prepare go-live day staffing roster and contact list
• Confirm time zone handling for global teams
• Define the “first transactions” script (what to run first)

Deliverables/outputs

• Final cutover runbook
• Go-live staffing roster + contacts
• Execution log template
• Validation evidence checklist

Owner(s)

• Cutover Lead (Accountable)
• Workstream owners (Responsible)

J) Business Continuity & Rollback/Contingency

Goal: If something goes wrong, you can protect operations without panic.

Checklist

• Define rollback criteria (what triggers rollback)
• Confirm backup/restore readiness and timing
• Define manual workarounds for critical operations (orders, receiving, invoicing)
• Establish transaction freeze windows and rules
• Confirm data capture plan during rollback scenario
• Define contingency comms to business and customers
• Validate rollback steps in rehearsal (at least partially)
• Define “progressive go-live” option if available (phased rollout)
• Confirm legal/compliance impacts (audit trails, approvals)
• Confirm who approves rollback (named individuals)

Deliverables/outputs

• Rollback plan + decision criteria
• Business continuity SOPs (manual fallback)
• Contingency communications plan

Owner(s)

• Executive Sponsor + ERP PM (Accountable)
• IT Ops + Process owners (Responsible)

Cutover Runbook Template

A cutover runbook is what turns your plan into execution. This is an illustrative sample you can copy.

Task ID	Task name	Start / End	Eigentümer	Dependencies	Validation step	Status
CO-001	Announce cutover start + freeze rules	18:00–18:15	Comms Lead	Go/no-go approved	Message delivered + acknowledged	Not Started
CO-010	Final source system data extract	18:15–19:30	Data Lead	Freeze active	Extract totals match expected	Not Started
CO-020	Load master data (final delta)	19:30–20:30	Data Lead	CO-010	Record counts + sample validation	Not Started
CO-030	Load open transactions / balances	20:30–22:00	Data Lead + Finance	CO-020	Reconciliation sign-off	Not Started
CO-040	Switch integration endpoints to PROD	22:00–22:30	Integration Lead	CO-030	Health checks pass	Not Started
CO-050	Provision final user roles	22:30–23:15	Security Lead	Go-live access list	Role validation for key users	Not Started
CO-060	Execute “first transactions” script	23:15–00:15	Process Owners	CO-040, CO-050	Create order → fulfill → invoice	Not Started
CO-070	Activate command center rhythm	00:15–00:30	Hypercare Lead	CO-060	Dashboard live + triage board	Not Started

Pro Tip: Every runbook task needs a validation step. If you can’t verify completion, you don’t actually know you’re ready.

Go/No-Go Checklist

This is the difference between “we launched” and “we launched safely.” The thresholds below are typical—adjust based on your risk profile.

Go/No-Go thresholds typical table

Category	Typical go-live threshold (adjustable)	Evidence
Data readiness	Reconciliation complete for all critical objects; no critical discrepancies open	Signed reconciliation tracker
Integration readiness	All critical interfaces pass end-to-end tests; monitoring/alerts active	Interface test evidence + monitoring proof
Defects	0 Sev-1 open, Sev-2 only with approved workarounds	Defect dashboard + approvals
Security readiness	Key roles validated; SoD conflicts mitigated; access reset path tested	Access readiness report
Training/readiness	Critical roles trained; super users ready; support path communicated	Training dashboard + comms proof
Reporting readiness	Day-1 reports validated; finance close scenarios tested	Reporting validation pack
Support readiness	Hypercare staffing confirmed; triage workflow live; SLAs agreed	Hypercare operating plan
Stakeholder sign-offs	Sponsor + process owners + IT sign-off captured	Signed go-live decision record

Go/No-Go checklist by category

Data readiness

• Final extracts validated
• Trial migration success criteria met
• Reconciliation sign-offs completed
• Known data limitations documented with workarounds
• Data owners available during go-live window

Integration readiness

• Critical interfaces pass end-to-end scenarios
• Monitoring + alerts active in production
• Runbook steps for failures defined
• “Silent failure” detection enabled
• Integration owners on-call roster confirmed

Defect status thresholds

• 0 Sev-1 open (typical)
• Sev-2 only with approved workaround
• Regression completed after final fixes
• Known issues list published internally

Security readiness

• Role provisioning complete for critical users
• SoD conflicts reviewed and mitigated
• MFA/SSO validated (if applicable)
• Break-glass access defined and audited

Training/readiness metrics

• Training completed for critical roles
• QRGs distributed
• Support channels communicated
• Super users active and scheduled

Reporting readiness

• Day-1 report list finalized
• TB/subledger reconciliations validated
• Close simulation tested (if near close)
• KPI dashboard refresh validated (if applicable)

Support readiness

• Command center established (tools + dashboards)
• Ticket categorization and routing ready
• SLA policy defined for hypercare
• Escalation path documented

Stakeholder sign-offs

• Sponsor approval
• Finance sign-off
• Operations sign-off
• IT/security sign-off
• Implementation partner readiness confirmation

Hypercare Plan (2–8 weeks)

Hypercare is not “extra support.” It’s a structured stabilization program to protect business outcomes and accelerate adoption.

Hypercare goals

• Keep critical operations running (orders, receiving, invoicing, close)
• Remove adoption blockers fast
• Detect and resolve integration and data issues early
• Transition to steady-state support with lower noise and higher predictability

Staffing model (typical)

• Hypercare Lead: owns triage, priorities, and daily rhythm
• Functional Leads: finance/procurement/inventory/etc. (workarounds + fixes)
• Technical Leads: integrations, data, security, performance
• Support Desk: intake + routing + knowledge capture
• Business Super Users: frontline issue validation and training reinforcement

Command center operating rhythm

• Daily 15–30 min standup (issues, priorities, blockers)
• Live dashboard: Sev-1/2 counts, top processes impacted, interface health
• End-of-day recap: what closed, what’s at risk, what needs sponsor decision
• Weekly stabilization review: root causes + backlog prioritization

Ticket categorization + routing model (simple)

• P1 (Sev-1): business stoppage / financial posting blocked → immediate escalation
• P2 (Sev-2): major workaround required → same-day plan
• P3: user questions / minor defects → queue + knowledge base
• P4: enhancements → stabilization backlog

Stabilization backlog approach

• Track root causes, not just symptoms
• Group issues by process (order-to-cash, procure-to-pay, record-to-report)
• Prioritize based on business impact and recurrence
• Convert recurring issues into training and SOP improvements

Hypercare checklist (checkbox list)

• Hypercare roles + on-call schedule confirmed
• Command center dashboard live
• SLAs and escalation paths communicated
• Issue intake channels tested (portal/email/form)
• Triage board active with owners and due times
• Integration monitoring checked daily
• Data exception process defined and audited
• Daily comms to stakeholders established
• Knowledge base created for common issues
• Stabilization backlog prioritized weekly
• Transition plan to steady-state support defined
• Post-go-live review scheduled (lessons learned + next phase)

Common Cutover Failures

Failure 1: Late data issues + reconciliation gaps

What it looks like: balances don’t tie, inventory counts wrong, open orders missing.

• Prevention checklist
  • Define reconciliation rules at T-4 weeks
  • Assign data owners and sign-off fields
  • Run trial loads and reconcile in rehearsal
  • Validate “open transaction” logic (what counts as open)
  • Document known issues and workarounds before go-live

Failure 2: Integrations failing silently

What it looks like: no errors reported, but data stops flowing (orders, payments, shipments).

• Prevention checklist
  • Monitoring and alerting in production
  • “No data received” alerts for critical flows
  • Ownership for each interface with on-call
  • Runbook steps for restart and backfill
  • Daily integration health check during hypercare

Failure 3: Users locked out / wrong access

What it looks like: users can’t post, approve, or complete core tasks.

• Prevention checklist
  • Role-based access validation for each critical role
  • SoD conflicts reviewed with mitigations
  • Access reset path tested end-to-end
  • Super users trained for quick triage
  • Break-glass access with audit controls

Failure 4: Finance close broken post go-live

What it looks like: TB doesn’t balance, subledgers don’t reconcile, close timeline blows up.

• Prevention checklist
  • Close simulation tested pre-go-live
  • Posting rules validated with finance
  • Day-1 report list finalized and tested
  • Contingency reporting defined
  • Finance SMEs staffed during hypercare

Failure 5: “War room” chaos without triage discipline

What it looks like: everyone works on everything, issues get duplicated, priorities unclear.

• Prevention checklist
  • Single triage board and categorization rules
  • Clear SLAs and escalation thresholds
  • Named owner per ticket (no shared ownership)
  • Daily command center rhythm
  • Executive decision path for tradeoffs

Failure 6: No rollback/contingency plan

What it looks like: when something breaks, panic replaces decisions.

• Prevention checklist
  • Rollback criteria defined and approved
  • Backup/restore timing confirmed
  • Manual SOPs for critical operations
  • Contingency comms drafted
  • Partial rollback rehearsal performed (at least key steps)

Frequent ERP Cutover Questions

What is an ERP cutover plan?

An ERP cutover plan is a time-based plan that defines every go-live transition task, who owns it, when it happens, and how each task is validated.

How long should cutover take?

Cutover execution often spans hours to a few days, but the full cutover lifecycle typically runs T-6 weeks to T+4 weeks including planning, rehearsal, and stabilization.

What’s in a go-live checklist?

A good go-live checklist covers readiness across data, integrations, security, defects, reporting, training, support, and stakeholder sign-offs—plus a detailed runbook with validation steps.

What is hypercare?

Hypercare is the structured support period after go-live (often 2–8 weeks) focused on fast triage, stabilization, and adoption—run through a command center.

How long should hypercare last?

Typical hypercare lasts 2–8 weeks, depending on complexity, adoption needs, and issue volume. The goal is stabilization, not an arbitrary end date.

What are go/no-go criteria?

Go/no-go criteria are objective readiness thresholds—like defect severity limits, reconciliation sign-offs, integration monitoring readiness, and stakeholder approvals—used to decide whether to proceed.

Who owns cutover tasks?

Each workstream owner is responsible for tasks in their domain, but the cutover lead is accountable for overall execution and status across the runbook.

How do we plan rollback?

Define rollback criteria, confirm backups/restores, document manual continuity SOPs, and validate at least partial rollback steps in rehearsal.

What should the command center track?

Track defect volume by severity, top impacted processes, integration health, reconciliation exceptions, SLA adherence, and daily stabilization progress.