# Module: Overall Governance ## Task 1: Partner Collaboration #### Description Ensures partner onboarding is complete. Defines the distribution of roles and responsibilities. #### Tools Mobilize responsibility distribution template #### Acceptance Criteria • Partner onboarding complete #### Acceptance Criteria • Defined responsibility distribution ## Task 1: Subtask 1: Complete Partner and PO Financial Management #### Description Complete the partner engagement setup in SFDC so that resourcing and financial management can be completed. #### Acceptance Criteria • Completed partner-engagement setup in the CRM tool ## Task 1: Subtask 2: Define Roles & Resources #### Description Work with the project partners and validate roles, resources, and responsibilities to ensure that the team has a clear understanding of each. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Mobilize-Responsibility-Distribution.md). #### Tools Mobilize responsibility distribution template #### Acceptance Criteria • Documented the role and responsibilities for each team member ## Task 1: Subtask 3: Complete onboarding with partner #### Description Ensure that the partner onboarding process has been established and that time and schedule are aligned with work. #### Acceptance Criteria • Documented a list of onboarding processes for partners ## Task 1: Subtask 4: Provide Mobilize-Specific Training #### Description Train the team in the Mobilize phase so that they can work effectively. #### Acceptance Criteria • Trained team members to carry out the Mobilze phase using management tools ## Task 2: Engagement Tooling #### Description Review Customer’s current state project management methods and capabilities. #### Acceptance Criteria • Project management for Mobilize phase #### Acceptance Criteria • Identified and Approved list of tools for Mobilize phase ## Task 2: Subtask 1: Customer Purchases Engagement Tooling #### Description Review and validate engagement tooling so that templates and backlogs can be loaded as quickly and effectively as possible. #### Tools GitHub repos #### Tools Communication tools #### Acceptance Criteria • Identified list of tools to support the mobilize phase implementation. ## Task 2: Subtask 2: Obtain approval to install tools or applications in the customer environment #### Description Obtain approval and access to install the framework tools in the enviromnent so that the team can begin to rely on the framework at the outset of the project. #### Tools GitHub repos #### Tools Communication tools #### Acceptance Criteria • Approved list of engagement tools ## Task 2: Subtask 3: Implement Engagement Tooling #### Description Implement engagement tooling so that the Mobilize phase can be established as soon as the engagement kickstarts. #### Tools Communication tools #### Tools GitHub repos #### Acceptance Criteria • Kickstart using the tools. #### Acceptance Criteria • Installation of approved engagement tools. ## Task 2: Subtask 4: Workstream Lead to review and refine DKs and backlogs #### Description Review the epics and stories in the backlog template so that we can be sure that the backlog aligns with the SOW requirements. #### Acceptance Criteria • Reviewed list of tasks and subtasks as per the approved SOW deliverables. ## Task 2: Subtask 5: Workstream Leads to create epics or stories to fill any backlog gaps #### Description Create epics, stories, and subtasks in the backlog so that the starting backlog aligns with the unique characteristics of the SOW. #### Acceptance Criteria • Identified list of Epics/Stories/Tasks as part of backlog items. ## Task 2: Subtask 6: Collate Workstream backlogs for import #### Description Collate workstream refined backlogs for ease of review and upload to the approved tool #### Acceptance Criteria • Identified list of Epics/Stories/Tasks as part of backlog items. ## Task 2: Subtask 7: Import backlog to approved tool #### Description Import workstream refined backlogs for use during the Mobilize engagement #### Acceptance Criteria 1) Identified list of Epics/Stories/Tasks as part of backlog items. ## Task 2: Subtask 8: Stand up the IT Governance Decision Catalog #### Description Throughout the large migration, leads make decisions to resolve any issues that arise. Because of the size and scope of a large migration project, the project manager cannot be present when every decision is made. Workstream leads are responsible for recording the decisions that affect their workstream. The project manager is responsible for reviewing the decisions and presenting recent decisions at the project status review meetings. More information is available [here](https://docs.aws.amazon.com/prescriptive-guidance/latest/large-migration-governance-playbook/task-project-management.html#step-decision-log) #### Acceptance Criteria • Defined decision catalog ## Task 2: Subtask 9: Stand up the RAID log #### Description Similar to the decision log, you should track risks and issues in a project management tool known as a risks, actions, issues, and dependencies (RAID) log. No matter how thoroughly you plan your large migration, issues will occur, and you will identify some risks to your project. By identifying and recording risks and issues, you provide transparency to the project, and you establish a process to control and monitor potential issues, minimizing their impact to the project. More information is available [here](https://docs.aws.amazon.com/prescriptive-guidance/latest/large-migration-governance-playbook/task-project-management.html#step-raid-log) #### Acceptance Criteria • Defined RAID log ## Task 3: Engagement Logistics #### Description Review engagement sponsorship and logistics such as location, working hours, and single point of contact. #### Acceptance Criteria • Defined engagement logistics #### Acceptance Criteria • Identified Leadership team ## Task 3: Subtask 1: Identify and Engage Executive Sponsorhip (CIO/Deputy CIO) #### Description Ensure that you have a clear understanding of the executive leadership team and of project sponsorship and ownership. #### Acceptance Criteria • Identified the executive leadership team ## Task 3: Subtask 2: Establish Meeting Cadence with Executive Sponsorship #### Description To establish preplanning elements, set up a regular cadence with the executive sponsorship, then meet weekly to maintain communication and governance during the sprint cycles. #### Acceptance Criteria • Scheduled periodic meetings with the executive leadership team ## Task 3: Subtask 3: Get Customer Commitment for work schedule for team. #### Description Identify the core team of customer staff and ensure that they will be available full-time at least three days per week, so that the appropriate velocity and cadence can be maintained. #### Acceptance Criteria • Identified work schedule for the team ## Task 3: Subtask 4: Confirm office location and typical office hours #### Description Confirm working locations and typical hours so that the team has appropriate access. #### Acceptance Criteria • Identified work location and hours ## Task 3: Subtask 5: Identify a customer onsite contact and/or helpdesk to assist with issues #### Description Identify an onsite contact so that the team knows who to reach out to for facilities or process issues. #### Acceptance Criteria • Identified Single Point of Contact (SPOC) ## Task 4: Customer Onboarding #### Description This task helps in the customer onboarding with access requests and hardware possession. #### Acceptance Criteria • Completed Access requests ## Task 4: Subtask 1: Submit access requests for AWS resources #### Description Submit the appropriate resource access requests such as for project management tools and communication tools. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Customer-Onboarding-Checklist.md). #### Acceptance Criteria • Created access requests to AWS resources ## Task 4: Subtask 2: Determine the customer network-access model (VPN or laptop) #### Description Determine how the team can access the tools required for the engagement. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Customer-Onboarding-Checklist.md) #### Acceptance Criteria • Created and approved access requests using proprietary access tools ## Task 4: Subtask 3: Submit requests for badges, laptops, and other resources #### Description Submit the apprioriate requests for physical resources for each team member so that they can operate within the work space. #### Acceptance Criteria • Created and approved access requests using proprietary access tools ## Task 5: Engagement Controls #### Description This task helps with working on the delivery kits for the Mobilize phase, with establishing communication mechanisms, and with project governance. #### Tools RACI templates #### Acceptance Criteria • Defined RACI document #### Acceptance Criteria • Defined escalation matrix #### Acceptance Criteria • Delivery kits for the Mobilize phase impor ## Task 5: Subtask 1: Import the Mobilize Delivery Kits (DKs) to the approved tool #### Description Import workstream delivery kits for use during the engagement. ## Task 5: Subtask 2: Establish a distribution list for the project team internally or externally accessible #### Description Establish a Distribution List for ease of communication during the engagement. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Stakeholder-Register.md). #### Tools Communication tools #### Acceptance Criteria • Created distribution list for effective communication ## Task 5: Subtask 3: Establish a stakeholder register Mobilize team page #### Description Establish a stakeholder register for the engagement. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Stakeholder-Register.md). #### Tools Stakeholder register template #### Acceptance Criteria • Documented list of stakeholders ## Task 5: Subtask 4: Establish a communication plan #### Description Establish a communication plan for the engagement.For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Governance-%26-Norms.md) #### Acceptance Criteria • Defined and approved communication plan ## Task 5: Subtask 5: Establish a deliverables log #### Description Establish a deliverables log for the engagement. #### Acceptance Criteria • Defined and approved deliverables catalog ## Task 5: Subtask 6: Confirm the governance process with the customer #### Description Confirm the dovernance processes for the engagement.For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Governance-%26-Norms.md) #### Acceptance Criteria • Defined and approved governance criteria. ## Task 5: Subtask 7: Identify and document key dates, milestones and success criteria for project #### Description Document key dates, milestones, and success criteria for the engagement. #### Acceptance Criteria • Created project plan with milestones, timelines, and success criteria ## Task 5: Subtask 8: Develop High Level Project plan #### Description Create a high-level project plan for the engagement. #### Acceptance Criteria • Created high-level project plan ## Task 5: Subtask 9: Review and refine Project RACI document #### Description RACI template helps gain a common understanding for who makes decisions or performs activities in an initiative or in the future state of an organization. It helps set expectations upfront and minimizes issues that may arise later. #### Tools RACI templates #### Acceptance Criteria • Create RACI document clearly defining responsible stakeholders ## Task 5: Subtask 10: Establish escalation matrix project and internal #### Description Define the escalation matrix for the engagement. An escalation matrix is a document or system that defines when escalation must happen and who must handle incidents at each escalation level. #### Acceptance Criteria • Defined escalation matrix with appropriate hierarchy of escalation ## Task 5: Subtask 11: Establish sprint schedule and meeting cadence (standups, retrospectives, status) #### Description Establish a sprint schedule and standard cadence with the customer for the Mobilize engagement. Daily team stand-ups and daily recurring workstream working sessions for initial sprints are recommended to maximize team productivity.For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Sprint-Schedule.md) #### Acceptance Criteria • Defined sprint plans with appropriate schedules ## Task 5: Subtask 12: Establish agree on Weekly Status Reporting Steering Committee meetings #### Description Establish weekly status reporting with the customer for the Mobilize engagement. For more information, see [GitHub](https://github.com/aws-samples/aws-migops-guidance/blob/main/General-Migration/v1.0/MobilizeAccelerator/MobilizeAccelerator/Mobilize-Artifacts/Sprint-Status-%26-Demo.md) #### Acceptance Criteria • Defined weekly status report templates ## Task 6: Customer Kick-off #### Description Customer Kick-off ## Task 6: Subtask 1: Distribute agenda and session invitations for customer kickoff and LRP sessions #### Description Distribute invitations and materials in preparation for the customer kickoff and LRP sessions ## Task 6: Subtask 2: Conduct customer-working-backwards workshop if required #### Description Conduct working-backwards workshops if needed to support the engagement ## Task 6: Subtask 3: Conduct customer kickoff abd workstream Long-Range Planning LRP sessions #### Description Conduct kickoff and LRP sessions to etablish the workstream goals and objectives for the engagement