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Project Manager

This guide is for the project manager or migration lead: the person who runs the migration programme. It shows which Clarity Transform screens you use, when you use them, and what you hand over to others. For the detail of each screen, follow its link.

What you look after in Clarity

  • The governance registers: risks, assumptions, issues and dependencies, action items and lessons learned.
  • The contacts: who is on the project, and who gets each notification.
  • The migration events: their dates, status and locking, and the Go/No-Go decision for each one.
  • The T-Minus runbooks: the countdown of preparation tasks before each event's cut-over date.
  • Progress reporting: planning gaps before an event, progress during it, and updates to stakeholders.

Your screens, in the order you use them

  1. Project Directory: add the project contacts first. Runbook owners and task assignees are chosen from them, and their checkboxes decide who gets each notification. See Add a contact.
  2. T-Minus Runbook Templates and T-Minus Runbook Action Library: set up the reusable countdown. See Create a template and Add actions to a template.
  3. Events: create the migration events with their start and end dates. See Create an event.
  4. Move Groups: check the move groups in each event. See Find the move groups in an event.
  5. Planning Dashboard: see where planning work remains. See Find and close planning gaps.
  6. Business Engagement: follow the application owners' approvals for an event. See Track the approvals for an event.
  7. Events again: generate each event's T-Minus runbook, and lock the event when its scope is agreed. See Generate a T-Minus runbook for an event and Lock an event.
  8. T-Minus Runbooks: follow the tasks that are due or overdue. See See the tasks that are due or overdue.
  9. RAID Log and Actions: record and close risks, issues, dependencies and actions throughout. See Add an entry and Add an action.
  10. Overview: see all outstanding governance work in one list. See See what is overdue.
  11. Go/No-Go: record whether each event goes ahead. See Record a decision for an event.
  12. Event Command Center: follow the event while it runs, and send progress updates. See Monitor an event and Send an event update.
  13. Runbooks: read the cut-over runbooks to see how the event's tasks are going. The migration engineers work through them.
  14. Lessons Learned: record what went well and what to change. See Record a lesson.

Your rhythm

Set-up

  • Add the contacts to the Project Directory, and tick Include In Event Update for everyone who should get Go/No-Go emails and event updates.
  • Check that an SMTP profile or Teams notifications are set up on Communications. Approval requests need one of them.
  • Create the T-Minus templates and their actions.
  • Create the migration events.

Weekly

  • Read the Planning Dashboard for the gaps that remain.
  • Read the Overview, filtered to overdue items, and chase the owners.
  • Review the RAID Log and Actions, and close what is done.
  • Check approval progress on Business Engagement.

Per event

  • Generate the event's T-Minus runbook from a template.
  • Follow its tasks on the Tasks Needing Attention tab of T-Minus Runbooks.
  • Lock the event when its scope is agreed.
  • Record the Go/No-Go decision.

Cut-over

  • Choose the event on the Event Command Center and watch its cards and tabs.
  • Send progress updates with Send Update.
  • Record issues in the RAID Log as they come up.

Close

  • Record lessons learned against the event.
  • Set the event's Status to Completed. See Change an event.

Who does what next

  • Discovery consultant: brings the estate into the CMDB and checks its quality. When the data is complete enough to plan from, you create the events and the move groups are built from it. If the Planning Dashboard shows devices with no move group, the gap is filled from the move group's page or the Automation Wizard on Events.
  • Business engagement lead: once move groups are ready, sends the approval requests from Move Groups, then follows the responses and books planning meetings on Business Engagement. You lock the event when approvals are in and the scope is agreed.
  • Migration engineer: creates the cut-over runbooks for the event's move groups from the Task Library, and works through their tasks on Runbooks during the cut-over. You follow progress on the Event Command Center and send the updates.

Worth knowing

  • T-Minus runbooks are generated from the event. You can't create one on the T-Minus Runbooks screen. Use View T-minus Runbook on the event's row in Events. Don't use Import CSV to add runbooks: a runbook added that way has no tasks.
  • Completed events and migrated move groups are hidden by default. On Events, select Show completed. On Move Groups, open the Actions menu and select Show Migrated.
  • Runbook task lists hide completed tasks. On a T-Minus runbook's task list and on an event's T-Minus runbook page, select Show completed to see them.
  • Go/No-Go and Send Update both email the Event Update group. That is every contact in the Project Directory with Include In Event Update ticked. A No-Go also unlocks a locked event. Recording Go or No-Go again resends the email.
  • Send Approval needs SMTP or Teams set up. Without an SMTP profile or Teams notifications on Settings → Communications, Send Approval on Move Groups is greyed out.
  • Grids remember their filters. If a grid shows fewer rows than you expect, clear the Search: box and the filter row.