1st Information Technology Integration Charter

Team Structure

Workstream:

Executive:

Leads:

Extended Team Members:

Advisors:

Key Dependencies

  • Access management (Security)
  • Contracts (Legal)
  • Hosting (Hosting)
  • Regulatory compliance (Compliance)

Out of Scope / Deferred Past 180+ Days

  • Transition of corporate information technology servers from Hosting to Azure
  • Development of corporate information technology service level agreements

Integration Objectives

Pre-Close
  • Review applicable Acquirer and Acquired Co. licenses for terms or conditions that may require action prior to or at closing to retain rights to use or assign
  • Identify Day 1/Day 30 changes in data stewardship and determine whether or where there may be a regulatory compliance impact
  • Identify infrastructure or other changes required to support Day 1 information technology actions
  • Ensure key Acquired Co. information technology employees identified for retention and facilitate transition
  • Ensure key Acquired Co. information technology services providers are identified and facilitate retention
  • Develop plans to ensure readiness for Close / Day 1
  • Develop budget for necessary information technology enhancements to support integration
Day 1
  • Update website, email signatures, and other digital assets to indicate "an Acquirer Company"
  • Convert Acquired Co. Google Mail accounts to Office 365
  • Migrate all Acquired Co. shared and cloud drives to Office 365
  • Provision and provide workstations to all on-boarded Acquired Co. employees
  • Provide Active Directory (AD) Accounts and other access as appropriate to onboarded Acquired Co. employees
  • Provide additional capacity and hours to Corporate IT help desk
Day 30
  • Convert Acquired Co. CRM data and ERP customer records
  • Facilitate conversion of ERP data
  • Evaluate enhancement or replacement of local IT support resources

Risks / Mitigation Plan

  • Risk: Failure to convert website, email, Active Directory, shared drives, and cloud storage by Day One

  • Mitigation: Retain Acquired Co. infrastructure and services until complete

  • Risk: Loss of Acquired Co. local information technology service providers

  • Mitigation: Provide temporary remote support, put Acquirer resources on-site, and retain replacement providers short-term

  • Risk: Insufficient short-term help desk availability due to volume or service hours

  • Mitigation: Authorize overtime and hire temporary help

  • Risk: Inability to obtain waivers or assignment permission for critical applications prior to closing.

  • Mitigation: Purchase minimum licenses, establish new accounts, and populate data from backups

2nd Information Technology Integration Charter

Objectives

Enable realization of synergies from business processes, applications, and infrastructure

Adhere to IT integration timeline for application migrations, infrastructure migrations, and office migrations

Develop IT organization to support the new Acquirer IT applications and infrastructure

Identify cost savings timeline and end state run rate for IT

Identify key IT capabilities required for Day 1 operations

Scope

Support new business model associated with Western and Eastern Operations, Real Estate, and Corporate functions

Major focus on Day 1

Team Members

Person Responsible Role/Deliverable % Time Commitment
  Eastern Operations business processes and applications 50-75%
  Real Estate business processes and applications 50-75%
  Corporate / Shared businesses process, applications, and Day 1 activities 50-75%
  Western Operations business processes and applications 50-75%
  Infrastructure, security and enterprise architecture 50-75%
  Project / Program management 75-90%
  Other key resources (SMEs) to pull in as needed TBD

Day 1 Mandatories

Core IT Infrastructure:
  • Email / Calendaring
  • SharePoint (sharing documents)
  • Active Directory / GAL – name, phone, email
  • Instant Messaging
  • Network Integration (specify what's needed)
  • Badging as required for any new employees to building
  • Safety Training: Access to the system required
  • Delegation of Authority: Legal (SharePoint)
  • Contracts / Vendor management for IT and corporate contracts – TBD Day 1
Finance: Banking
HR: Payroll and HR data

Day 1 Prep

Complete critical IT due diligence/assessment activities pre-close

Cross-Team Dependencies

Change management and communications with HR and Finance

Issues/Risks

  • Question: Re-location of Acquired Co HQ Team
  • Vendor costs and application costs – approval to share
  • People attrition – loss of legacy knowledge of critical applications
  • Day 1 deliverables –identify must-haves vs. nice- to-haves
  • Not having enough resources to do the IT work. We will need significant outside investment to get IT work done
  • Adequate change management, training, and communication as we make system changes

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