.png){kind=logo}
Our Experience with
Jack Henry Cloud Migrations
EXECUTIVE SUMMARY
Phase Zero was engaged mid-project to manage a critical credit union core migration initiative. With a hard go-live date and an absence of unified project oversight, we quickly established a structured approach to address pending issues and align resources. This document outlines the execution strategy, challenges faced, and key lessons learned in managing a complex, resource-intensive migration to a cloud-based core system. A core migration, whether you are staying with the same provider and moving to the cloud or from one provider to another, is one of the biggest endeavors a credit union or bank will undertake. These projects are often the result of years of evaluation and research. While we take a methodical approach to any project, our approach to this project demanded an extra level of diligence, management, and communication.
OBJECTIVES
The primary objectives for Phase Zero’s engagement in this project were:
​
-
To implement overarching project management to meet the non-negotiable go-live date.
-
To streamline outstanding tasks and facilitate efficient resource allocation.
-
To manage UAT (User Acceptance Testing) and Go-Live activities with limited resources and high project demands.
KEY FOCUS AREAS
Project Assessment and Prioritization
-
Overview: With Phase Zero joining mid-project, immediate organization of outstanding tasks and issues was essential.
-
Approach:
-
Catalog Actions, Issues, and Risks: A comprehensive catalog of all pending items was created.
-
Enrich for Prioritization: Each cataloged item was detailed to enable quick prioritization and assignment.
-
Assign and Schedule: Regular review sessions with the project team and vendors ensured that high-priority items were scheduled and assigned promptly.
-
-
Expected Outcome: A streamlined, prioritized task list that accelerated issue resolution and improved team alignment.
User Acceptance Testing (UAT) Execution
-
Overview: The standard EASE UAT cycle of four weeks was essential for testing each user, device, and third-party connection to the new cloud-based core system.
-
Challenge: Limited internal resources put strain on the team, with the heavy workload falling to a few key members.
-
Approach: Phase Zero worked closely with these key team members to complete rigorous testing within the limited timeline, optimizing their efforts wherever possible.
-
Outcome: The UAT cycle was completed successfully, although it underscored the need for more resource allocation to avoid over-reliance on a few individuals.
Go-Live Management and Real-Time Issue Resolution
-
Overview: Managing the Go-Live of a core migration affected every aspect of the credit union’s operations.
-
Challenge: Real-time issue reporting via MS Teams was the chosen communication method, but the high volume of reports and message threading limitations presented organizational challenges.
-
Approach: A designated group of leads monitored the Teams channel, managing issues in real time. Additional attention was given to channel management to ensure new issues were addressed promptly.
-
Outcome: While the real-time reporting approach provided immediate visibility into issues, it required significant management to avoid information overload. The go-live was ultimately successful, but the communication challenges highlighted areas for improvement.
EXPECTED BENEFITS
Phase Zero’s structured approach to mid-project management and execution addressed the primary project needs and yielded several benefits:
​
-
Increased Task Visibility: Cataloging and prioritizing outstanding issues provided clear visibility into project needs, reducing potential roadblocks.
-
Efficient UAT Completion: Despite resource limitations, Phase Zero’s coordination enabled UAT completion within the four-week timeline.
-
Improved Issue Resolution: Real-time issue reporting allowed for faster identification and resolution, maintaining operational stability during Go-Live.
LESSONS LEARNED
Key takeaways from this project include:
​
-
Early Cataloging and Prioritization is Critical: Documenting outstanding actions and prioritizing early enhances team alignment, especially when engaging mid-project.
-
Adequate Resource Allocation for UAT: Ensuring a balanced workload across team members mitigates reliance on a few individuals and improves testing efficiency.
-
Real-Time Communication Requires Structure: High-volume issue channels need structured management to avoid information bottlenecks and reduce delays.
CONCLUSION
Phase Zero’s engagement in this core migration project underscored the value of structured project management and timely prioritization of tasks. Although challenges arose due to late project entry and limited resources, the project achieved a successful go-live with minimal disruption to credit union operations. This experience informs future project planning, emphasizing resource balancing and streamlined communication for large-scale implementations.