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M3 Playbook > Phase 2: Selection > 2.8 Develop a Decommission Plan

2.8 Develop a Decommission Plan

Technology

Task Activities

  1. Shared

    Review and understand contract language of legacy system to determine decommissioning activities, including licensing expirations, contract expirations, options to extend, etc. for both software and infrastructure contracts, and the O&M support contracts

  2. Customer

    Identify application components (i.e. classify components to be decommissioned such as testing or production environments, systems user IDs, and business app)

  3. Customer

    Ascertain hardware components - if applicable (i.e. ascertain where infrastructure is in its maintenance/resource life cycle)

  4. Customer

    Pinpoint network devices

  5. Customer

    Work with system owner, Agency Privacy Officer, and other key stakeholders of the legacy system to establish how far back to archive data, what data will be migrated, and timelines for migration

  6. Customer

    Identify any records to be disposed of in accordance with the records retention schedule

  7. Customer

    Identify network, software and hardware location/ownership (i.e. activities include but are not limited to population of assets, management of data stores and development and validation of assets)

  8. Customer

    Prioritize decommission effort (i.e. which components are simple versus complex to offline)

  9. Customer

    Identify failover/offline procedures (i.e. have components backup/archive current state been verified)

  10. Customer

    Coordinate with agency IT Security office to identify guidelines for managing/cleansing the data

  11. Customer

    Draft Decommission Plan with timelines and key activities for retiring legacy system (based on activities noted above)

2.8 Best Practices

  • Conduct cost benefit analysis to determine cost of archiving, migrating legacy data, or maintaining legacy systems in place
  • Leverage common standards and solutions defined by NARA for records management found at https://ussm.gsa.gov/fibf-ERM/
  • If system is accessed via website, coordinate domain name transition through Domain Name System (DNS) and with IT security POC

Stakeholders

Customer

  • Business Owner
  • Functional Lead
  • Functional Team
  • Technical Lead/Solution Architect
  • Technical SME
  • Functional SME
  • PMO Lead

Inputs

Outputs

  • Decommission Plan
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