📋 Migration Project Plan Template
Your complete framework for a successful migration
Project Overview
Project Name
Project Owner
Project Manager
Start Date
Target Completion
Status
Project Objectives
1 Phase 1: Assessment & Planning (Weeks 1-2)
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Audit current file structure | ||||
| Identify all data sources | ||||
| Map permissions and access rights | ||||
| Identify sensitive/critical data | ||||
| Create data classification system | ||||
| Develop migration strategy | ||||
| Secure necessary approvals |
📦 Key Deliverables
- Data inventory document
- Migration strategy document
- Risk assessment
- Budget approval
2 Phase 2: Preparation (Weeks 3-4)
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Set up destination environment | ||||
| Configure security settings | ||||
| Create new folder structure | ||||
| Develop training materials | ||||
| Create user guides | ||||
| Set up test environment | ||||
| Identify pilot user group |
📦 Key Deliverables
- Configured destination environment
- Training materials and user guides
- Test environment ready for pilot
- Pilot group identified and briefed
3 Phase 3: Communication & Training (Weeks 5-6)
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Announce migration to organization | ||||
| Schedule training sessions | ||||
| Conduct user training | ||||
| Distribute quick reference guides | ||||
| Set up support channels | ||||
| Create FAQ document |
📅 Key Communications Timeline
Week 5: Initial announcement | Week 6: Training invitations | 1 week before: Migration reminder
48 hours before: Final reminder | 24 hours before: Final countdown | Migration day: Status updates
Post-migration: Completion announcement
4 Phase 4: Pilot Migration (Week 7)
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Migrate pilot group data | ||||
| Validate data integrity | ||||
| Test permissions | ||||
| Gather pilot user feedback | ||||
| Refine migration process | ||||
| Update documentation |
✅ Validation Checklist
- ☑ All files migrated successfully
- ☑ File structure intact
- ☑ Permissions working correctly
- ☑ No data corruption
- ☑ Users can access files
- ☑ Performance is acceptable
5 Phase 5: Full Migration (Weeks 8-10)
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Migration Day Preparation | ||||
| Backup all data | ||||
| Notify users of downtime | ||||
| Execute migration | ||||
| Validate data integrity | ||||
| Test access for all users | ||||
| Switchover Day | ||||
| Switch users to new environment | ||||
| Monitor for issues | ||||
| Provide real-time support | ||||
⏰ Example Migration Day Schedule
6:00 PM - Begin migration | 6:30 PM - Status check #1 | 8:00 PM - Status check #2
10:00 PM - Validation begins | 11:00 PM - Final checks | 11:30 PM - Migration complete
12:00 AM - Environment available for testing | 7:00 AM - Full access restored
Adjust this schedule to your specific needs and timezone
6 Phase 6: Post-Migration Support (First Week After)
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Send completion announcement | ||||
| Provide new access instructions | ||||
| Monitor help desk tickets | ||||
| Offer drop-in support sessions | ||||
| Gather user feedback | ||||
| Address issues immediately | ||||
| Update FAQ with real questions |
7 Phase 7: 30-Day Review & Optimization
| Task | Owner | Start Date | End Date | Status |
|---|---|---|---|---|
| Conduct post-migration review meeting | ||||
| Analyze success metrics | ||||
| Document what went well | ||||
| Document areas for improvement | ||||
| Resolve lingering issues | ||||
| Create lessons learned document | ||||
| Celebrate success with team | ||||
| Share results with stakeholders |
📋 Review Topics to Cover
- What went well?
- What could be improved?
- Were timelines accurate?
- Was communication effective?
- Were users adequately trained?
- What would we do differently next time?
Backup Plan
⚠️ If Migration Cannot Complete on Scheduled Date
Immediate Actions:
- STOP migration if issues detected
- COMMUNICATE delay to all stakeholders immediately
- ASSESS what went wrong
- ROLLBACK to previous state if necessary
- RESCHEDULE with new date
- INFORM all users of new timeline
Communication Template:
"We have encountered [specific issue] during tonight's migration. Out of an abundance of caution, we have paused the migration to ensure data integrity. Your files remain safe and accessible in [current location]. We are working to resolve [issue] and will reschedule the migration for [new date]. We will keep you updated on our progress. Thank you for your patience."
Rollback Procedures:
- ☑ Backup restoration process documented
- ☑ Rollback testing completed
- ☑ Rollback decision criteria established
- ☑ Rollback communication template ready
Risk Management
| Risk | Probability | Impact | Mitigation Strategy | Owner |
|---|---|---|---|---|
| Data loss during migration | Low | Critical | Complete backup before migration; validation testing | |
| Extended downtime | Medium | High | Thorough testing; backup plan ready | |
| User resistance | Medium | Medium | Early communication; comprehensive training | |
| Permission issues | Medium | Medium | Test permissions in pilot; document access structure | |
| Technical failures | Low | High | Test environment; vendor support on standby |
Success Criteria
100% of data migrated successfully
Zero data loss
Downtime within planned window
95% of users can access files immediately
Help desk tickets resolved within 24 hours
80%+ user satisfaction rate
Key Contacts
Project Sponsor
Project Manager
Technical Lead
Training Lead
Help Desk Manager
Vendor Support
Budget Tracking
| Item | Estimated Cost | Actual Cost | Variance |
|---|---|---|---|
| Migration tool/service | |||
| Training materials | |||
| Additional staff hours | |||
| Contingency (10-15%) | |||
| TOTAL |
Project Notes
Use this space to document important decisions, changes, or issues that arise during the project
📌 This is a living document. Update it throughout your migration project.
Remember: The smoothest migrations aren't the ones with the best technology—
they're the ones with the best planning and communication.