Go Live Checklist

This list provides guidance on how to prepare for your Go-live and what to expect post Implementation.

#	Checklist	Who
1	By now, your templates will have been finalised in the Sandbox and your Folio Administrators will have received training.  Kwela will have set up your live instance.	Kwela
2	Establish your organisation's go-live date - Preferably at a date when your Folio Administrators are available to monitor progress, respond to any unexpected items and make refinements.	Client-led
3	Planning for Go-live  - Decide how/when you will cease use of your current 'old' system (if applicable). -Liaise with your IT team regarding SFTP (if relevant), and placing URL's for Folio Templates, Public Links, and Launchpads on your Intranet, QR codes etc.	Client-led
4	Communicate with staff and other stakeholders (including any Lite Users) about the change, - The date, the benefits, and what to expect. - How they will access the templates etc. - Who to ask for help.	Client-led
5	Whitelist the Folio email address - All Folio emails come from an email address called [e-mail].  You will need to get your IT team to whitelist this email address so that Folio emails are not blocked inadvertently. - You can also request any Lite Users Service Providers to do the same.	Client-led
6	Check Users' details in Folio.  Click on the Admin gearwheel - Select Users - Edit as needed - A full list can be found here	Client-led
7	Check User Access Roles/User Profiles Go to Reports - Select Users Report (in Built-in Reports). - Export to PDF or Spreadsheet - All users should have a User Profile UNLESS they are Super-Users or Admin Users.	Client-led
8	Set up shared Reports and subscriptions for each template. - Instructions on setting up Custom Reports can be found here. - Instructions on sharing reports can be found here. - Instructions for subscribing others to these custom reports can be found here.	Client-led
9	Ensure Default Views (columns visible when users are viewing the list of contracts in a template) are set up and appropriate. - Instructions on setting up default views can be found here.	Client-led
10.	Folio User Training.  These are Folio users (but not Administrators). - Train users on how to perform their required tasks in Folio. - Tell them who the Administrators are, to ask for help. - Provide training videos/slides to users (if available) and save them to Documents in Folio.	Client-led, Kwela assisted
11.	Switch on SFTP integration (if using) - Ideally, this should be done 2 days prior to the Go Live date to ensure data is in the system, as expected. Ensure up-to-date files have been deposited in the SFTP server.	Client-led
12.	Turn on Notifications in your Folio instance.  Click on Admin Gearwheel. - Go to Organisation - Edit Send Notifications - select the checkbox - Optional - Edit the content of the welcome email to include additional information eg the URL to training material. - Click on Update	Kwela
13	Liaise with your IT team to make the public link (to templates and/ or Launchpad) available on your Internet/Sharepoint sites, for the go-live date. Provide the appropriate URL or QR code to any users who may need it.  Instructions are below: To activate/ get the URL or QR code for a Folio Template:  Click on the Admin gearwheel: - Select Folio Templates - Open the relevant Template - Go to Public link tab - Activate (if not already active) - Select Copy (to copy URL) or Show QR code (to download QR code) To activate/get the URL or QR code for your Launchpad: Click on the Admin gearwheel - Select Launchpads - Open the relevant Launchpad Select Copy Link (to copy URL) or Show QR code (to download QR code)	Client-led
14	Send Welcome Email to all remaining Users.  These are valid for 72 hours (however, the welcome email includes instructions for users to re-generate their own welcome email even after expiry).  To send Welcome emails, click on Admin Gearwheel. - Go to Organisation - Go to Users - Using the tick box on the left side, select all users that you want to get the Welcome email, click on the Spanner and select Send Welcome email. - Each user will receive an email and be able to set their own passwords by following the prompts.	Client-led
15	Go-Live - Place URLs/Launchpad eg on your Intranet - Terminate access to/cease use of your 'old' system (if not already done) - Submit into Folio, any incident reports etc that were received in the 'old' system following the final migration and immediately prior to go-live.	Client-led
16	Manual Data Import - if applicable i.e. capture any data collected in the interval between the Final migration and the go-live, by creating a Folio/submitting via the public link	Client-led
17	Monitor closely at the start.  Review completed forms etc Liaise with stakeholders.  Complete any refinements, utilizing: - Help Guides (to access from within Folio, click on your Avatar and select Help). Super Users/Administrators can contact: - Your Kwela Implementation lead or - Our Support desk [e-mail] Super Users can check Users' activity:  Click on the Admin gearwheel - Select Users. - Find and click on a User - Under Status, check Last Sign-in	Client-led
18	Consider creating a Folio Help manual specific to your organization. - to assist Administrators in maintaining the currency of Folio eg protocol for adding new users, suspending and retiring users, succession planning, responsibility for updates to templates etc as the organization changes.	Client-led
19	Post-Implementation meeting (2 months after go-live). You are now ready to consider the next part of your Development Map.	Client/Kwela

For more articles on Folio Administration click here.

If you have any questions or need support please contact [e-mail] or call (02) 8283

3638.