Upgrade Kick-off Meeting

Review SOW and Create Project Tasks using "Titan CMS Upgrade" Template in JIRA

Upgrade Projects in JIRA should be created consistently and include all appropriate tasks. At a minimum it should include the following tasks:

1. Titan CMS Standard Upgrade (v6.x - v7.x) -- standard upgrade and installation.
2. Titan SDK Platform Installer Conversion -- set up of TPI site.
3. Titan CMS v7 Migration -- migration of legacy features and customizations.
4. Branded Themes -- migration of legacy Themes.
5. Project Management Support (Meetings, Training) -- project management and any training.
6. Development Instance -- set up of new development instance on host-dev-2.
7. Producation Instance -- set up of new producation instance on host-prod-2.
8. SSL certs and IIS bindings -- migration of SSL certs and IIS bindings.
9. Internal Testing -- subtask for Internal Testing and adding the Coverage Report block. Add any bugs found in Internal Testing here.
10. External Testing -- subtask for Extermal Testing and adding the Coverage Report block. Add any bugs found in External Testing here. 
11. Robots.txt values -- subtask for confirming with Digital Marketing expected robots.txt values for the instance.
12. Customizations (one task for each customization). Review the SOW and add a subtask for each line item not covered by 1-11. 

establish timeline

The timeline should be based on available resources. This timeline is tentative and flexible. If one step takes longer than expected, all following steps will be pushed back. Main milestones are listed below:

1. Upgrade Kick-off meeting (this meeting)
2. SDK Upgrade - days allocated for BED resource to update SDK.
3. Dev Site Upgrade - days allocated for BED resource to update dev site.
   1. Sites on pre v6.9.5 will also need to have a new instance created on host-dev-2
4. New Prod Site Setup - days allocated for BED resource to update new prod site..
5. Internal Testing - days allocated for TEAM to verify the Test Plan and prepare for client testing.
   1. Reminder: Bugs found or reported on the last day of testing will push out the date for External Testing. Test early and report tickets!
6. External Testing - days allocated for client to verify the Test Plan and sign off on upgrade.
   1. Reminder: Bus found or reported on the last day of testing will push out the date for launch.
7. Launch day - day allocated for launch.
   1. Reminder: client will need to sign off on the ugprade after it is complete.

Client Communications

It's important to communicate all information to the client early. It is also important that all information is confirmed before launch.

1. Expectations:
   1. Timeline (above) - the timeline should be communicated as tentative and flexible. Client should understand milestones and their impact on the project.
   2. Content Freeze - communicate the content freeze window for launch.
   3. Client Obligation - communicate client obligations including testing and any DNS changes needed.
2. User Acceptance Testing:
   1. Test Plan - communicate that a Test Plan will be provided requiring client sign-off.
   2. URLs for testing - the provided Test Plan will include urls for testing.
   3. Issue Reporting Process - client should report issues to AD or Tech Lead. AD or Tech Lead will create issues under the External Testing ticket.
   4. Sign-off Process - client will sign-off on the upgrade after testing. If there isn't sign-off the launch will be pushed.
3. As Needed Communications:
   1. DNS Changes - if the instance is pre v6.9.5, the client should be provided with the IP for launch: 104.43.165.136. Client should also confirm they know and have access to their Registrar.
   2. Instance Specific Tasks - if there are 3rd Party integrations (like another vendor), confirm client communicates with them. If purchasing a new license (like CookiePro), confirm they have a subscription.

Identify and schedule any follow-up meetings between upgrade team and SMEs

While it is recommended that there be dedicated resources for an upgrade, that is not always possible. If there are multiple resources that will be switching development, schedule dates and meetings for the hand off:

1. Schedule a 30 minute meeting for the current resource and the new resource.
2. Current resource should introduce new resource to the project.
3. New resouce should confirm they understand the current tasks.