Continuing on technology. Build up a future state technology structure document. This can contain the following :

  • The locations – from where to where
  • A high level network infrastructure map at both locations – in an as is mode
  • A listing and description of the functions to be moved to the shared services unit
  • Process work timings
  • A high level network infrastructure map at both locations – the proposed future state
  • Existing computing infrastructure – the workstations and equipment requirement, comprising of computers, printers, scanners and phones at the least. You could add fax requirements, paper storage requirements, stationery requirements.
  • Future state computing infrastructure
  • Connectivity requirements, direct access, virtual private network (VPN), use of emulation software like citrix, the connectivity links, redundancy of connectivity.
  • Firewall configuration requirements
  • Server requirements and times of availability
  • Application listing like:
    • Oracle / SAP
    • Any other ERP
    • Microsoft Office Suite
    • Workflow applications including approval routing
    • Imaging applications
    • Email applications – Outlook – Microsoft Exchange / Lotus notes etc.
    • Internet explorer
    • Adobe Acrobat
    • Business Intelligence / MIS
  • Accesses to current applications – what is needed for future state
    • ERP modules
    • Emails
    • Workflows
    • Imaging
    • Business Intelligence tools
  • Accesses to central server farm – what is needed for future state
    • Shared folders
    • Specific web / intranet accesses
  • Key contacts on both sides, with names, phone, location/address and email details
  • Roles, Responsibilities, accountabilities etc. (RACI)
  • Escalation matrices and rules for escalation, with level of criticality to the program and on external factors
  • A table on risks and mitigations proposed
  • Maybe a statement on business continuity planning
  • A statement on change procedures
  • A statement on IT policies and GAP analysis between both organizations.

This list will cover both the scenarios – within the same organization and to a third party provider.