Post Launch Checklist Template v.F.xlsx

	A	B	C	D	E	F	J	K	L	M	N
1	Dpartment / Functional Area	Workstream	Task	What's the Risk?	Requestor	Responsible	Start Date	End Date	Status	Known Dependency	Notes

2	Customer Success, IT	Tech Stack	Helpdesk: "?" button on app must connect to Zendesk subdomain	High			Mar 7	Mar 31	Done	Subdomain	Branding changes can happen now but subdomain work is TBD base on dev effort
3	Customer Success, IT	Tech Stack	Zendesk Knowledge Base: Update subdomain	High			Mar 24	Mar 31	Done	Subdomain	Branding changes can happen now but subdomain work is TBD base on dev effort
4	Finance	Business Entity	Register DBA	High			Mar 13	Mar 31	Done	Confirmation from Lawyer
5	Finance	Business Entity	Notify banks and update accounts & credit facilities	High			Apr 1	Jun 30	Done	DBA
6	Finance	Business Entity	Ask lawyer if we need to change official legal entity	High					Done
7	Marketing	External Properties	Notify Gartner of name change and new logo and make sure they update their site	High			Mar 11	Mar 26	Done	Branded Templates	This will be updated once we get guidance from Gartner analysts on what to list
8	Marketing	External Properties	Update LinkedIn with new URL for NEW NAME	High					Done
9	Marketing	Partners	Gartner MQ and Analysts notified	High			Mar 11	Mar 26	Done	DBA	ABCD to find out if the name gets update in their internal database so that buysmart tool and analysts can search either name and land on the prism ppm site
10	Marketing, IT	Tech Stack	Hubspot: Notifications & workflows to NEW NAME emails/calendars	High			Apr 1	Apr 30	Done	New Emails
11	Customer Success, IT	Tech Stack	Zendesk Knowledge Base: Update Branding and "OLD NAME now NEW NAME banner"	Low			Mar 7	Mar 14	Done	Branded Templates	Branding changes can happen now but subdomain work is TBD base on dev effort
12	Customer Success, IT	Tech Stack	User Guide update subdomain	Low			Mar 7	Mar 28	Done	Subdomain	WorkOtter replaced for Prism PPM, added brand colors and logo. Waiting to align with Dev to update url to the userguide.
13	Engineering	Platform	Logo everywhere in the OLD NAME app	Low			Mar 4	Mar 17	Done	Branded Templates
14	Engineering	Platform	Text References: Replace all textual mentions of 'OLD NAME' within the application with 'NEW NAME'.	Low			Mar 4	Mar 17	Done	Branded Templates	Could be disorienting if we don't do this all at once
15	Finance	Business Entity	Notify vendors	Low			Apr 1	Jun 30	Done	DBA
16	Finance, IT	Tech Stack	Create Google Business listing	Low			Mar 20	Mar 31	Done
17	IT	Tech Stack	Add NEW NAME domain to Google Workspace and create new email addresses for all users and groups with OLD NAME as primary and NEW NAME as alias. Send communications to everyone at NEW NAME.	Low			Mar 4	Mar 10	Done
18	IT	Tech Stack	Slack: Update branding with new icon, workspace name, and Slack URL	Low			Mar 11	Apr 30	Done	Branded Templates
19	IT	Website	Update the Trust Center hyperlink to NEW NAME hyperlink	Low			Mar 4	Mar 14	Done		Lauren will need to be informed so we can switch out the URL on the site
20	Marketing	Comms Plan	Write and send to customers announcement email about new name and brand	Low			Mar 6	Mar 7	Done
21	Marketing	External Properties	Update LinkedIn with new header for NEW NAME	Low			Mar 10	Mar 12	Done	Branded Templates	Make sure to test this so that if someone searches NEW NAME our page pops up even though we have the old WorkOtter in the URL
22	Marketing	External Properties	Update branding for YouTube channel with new name & logo	Low			Mar 11	Mar 14	Done	Branded Templates	Check with ABCD on if this includes a domain update as well
23	Marketing	External Properties	Update YouTube with new URL for NEW NAME	Low					Done
24	Marketing	Internal Templates	Update nurture emails w/ new logo in name in text	Low			Mar 4	Mar 28	Done	Branded Templates	Will be done w/o 4/14
25	Sales	Internal Templates	Budget Quote, Order Form, NDA	Low			Mar 11	Apr 11	Done	Branded Templates, DBA	ABCD to send to SlideXpress with slide decks.
26	Sales	Tech Stack	Google voicemail recording	Low			Mar 11	Mar 31	Done
27	Sales, Marketing, Customer Success	Internal Templates	External Presentations: Pitch deck, Exec Sales deck, Implementation kickoff, AM Relationship kickoff	Low			Mar 11	Apr 7	Done	Branded Templates	ABCD to leverage SlideXpress to make brand changes to all corporate decks
28	Customer Success, IT	Tech Stack	Helpdesk: Update Branding and "OLD NAME now NEW NAME banner" for service requests	Medium			Mar 7	Mar 14	Done	Branded Templates, Customer Notice	Branding changes can happen now but subdomain work is TBD base on dev effort
29	Engineering	Platform	Email Settings feature: Update email notifications to send emails from a OLD NAME.com email address, Change reply to new mailbox	Medium			Apr 1	Apr 10	Done		Risk of emails going into the spam folder. We will need customer comms to alert users that when we make this change they nee to make sure their alerts are not going to their spam
30	Engineering, IT	Platform	WO App: Update Branding and "OLD NAME now NEW NAME"	Medium			Mar 4	Mar 17	Done	Branded Templates
31	Finance	Business Entity	Terms of Service, Terms of Use, Privacy Policy	Medium			Apr 7	Apr 30	Done	DBA
32	Finance	Business Entity	Update insurance policies	Medium			Apr 1	Jun 30	Done	DBA	ABCD Partners (broker) notified
33	Finance	Business Entity	Register DBA with IRS	Medium					Done	DBA
34	Marketing	External Properties	Notify Capterra, Get App and Software Advice about new name & logo and make sure that they update their sites accordingly	Medium			Mar 11	Mar 14	Done	Branded Templates	Make sure that the properties get this done to reduce market confusion for leads that only know us as NEW NAME
35	Marketing	External Properties	Notify G2 about new name & logo and make sure that they update their site accordingly	Medium			Mar 11	Mar 14	Done	Branded Templates	Make sure that the properties get this done to reduce market confusion for leads that only know us as Prism PPM
36	Marketing	Internal Templates	Create new email signatures for all employees / contractors and send communications on how to input into email account	Medium			Mar 5	Mar 21	Done	New Emails	This should happen this in parallel with changing our email domains
37	Finance	Business Entity	DBA - notify vendors, customers, and update contracts as needed				Mar 24	Mar 31	Done	DBA	Email sent to vendors on 3/21. Customers notified.
38	Finance	Business Entity	DBA filing fees - also confirm registration with Chase Bank, sign signature cards				Mar 24	Apr 7	Done	DBA	Once confirmation of DBA is received we need to forward to Chase
39			Status page update					Mar 28	Done
40	Customer Success	Comms Plan	Notify customers that any file or report bookmarked needs to be redirected to new DOMAIN NAME	High			Apr 1	Apr 30	In Progress
41	Finance	Business Entity	Update SAM.gov	High			Apr 1	Jun 30	In Progress	DBA
42	Finance	Business Entity	Update and submit supplier forms in customer portals	High			Apr 1	Jun 30	In Progress	DBA, Customer Notice
43	Marketing	External Properties	If an analyst or a customer searches in the Buysmart tool, both NEW NAME and OLD NAME are searchable	High			Mar 23	Apr 30	In Progress
44	Finance	Business Entity	Update employee / contractors contracts, payroll, and benefits providers	Low			Apr 1	Jun 30	In Progress	DBA
45	Sales, Marketing, Customer Success	Internal Templates	Internal Presentations: Board deck, All Hands slide, GTM Metrics deck	Low			Apr 15	May 30	In Progress	Branded Templates	ABCD to leverage SlideXpress to make brand changes to all corporate decks
46	Finance	Partners	Notify Public Sector Resellers: SHI, Insight & Carahsoft	Medium			Mar 11	Apr 18	In Progress	DBA
47	Sales	External Properties	Update name on ABCD website	Medium			Mar 11	Apr 18	In Progress	DBA
48	Engineering	Platform	Update SSO	High			Apr 1	Jul 3	Not Started	Subdomain	Risk is that this relies on updating sub domains
49	Engineering	Platform	Codebase Updates: Rename/move everything, not only from OLD NAME but from EVEN OLDER NAME and OTHER NAME online too, Rename application DLLs and versioning, Check/fix any code hardcoded "OLD NAME" strings (example, check for staff access permissions), change sync folder path and naming for storing logs and processed files. Hardcoded hyperlinks in reports, fields, emails, through out system	High			Apr 1	Dec 31	Not Started	Subdomain, New Emails	Some endpoints are likely to break, we need to have a customer comms for this too lremes@workotter.com and we need to have redirects in place. We need to treat this as a migration. Doesn't need to be a part of a release
50	Engineering, IT	Platform	OLD NAME App: Update subdomains	High			Apr 1	Jul 3	Not Started	Subdomain	Audit the list of sub domains, update test environment and then prod
51	IT	Tech Stack	Swap NEW NAME domain to primary and OLD NAME domain to alias in Google Workspace	High			Apr 15	May 30	Not Started		Deferred until after cloud migration
52	IT	Tech Stack	Official cut away from OLD NAME domain in Google Workspace	High			Jul 1	Dec 31	Not Started
53	Engineering	Platform	Update Build and Deploy Pipelines(Jenkins, Github Actions), Rename IIS application pools and related jenkins build configs + update build credentials for new source code organization for jenkins-github user	Low			Jul 1	Sep 30	Not Started
54	Engineering	Tech Stack	Windows Services: Update UTILITY refresh job, check other windows services. Must be done when we change new subdomains (similar to SSO)	Low			Apr 1	Jun 30	Not Started		Risk is that this relies on updating sub domains
55	Engineering	Tech Stack	Update uptimerobot also needs to be done with subdomains	Low			Apr 1	Jun 30	Not Started		Risk is that this relies on updating sub domains
56	Engineering	Tech Stack	Update Jira users, rename projects, Update workottertest	Low			Oct 1	Dec 31	Not Started	New Emails, ELT Announcement
57	Engineering	Tech Stack	Update Google Analytics with URLs and new users	Low			Oct 1	Dec 31	Not Started	New Emails, ELT Announcement
58	Engineering, IT	Tech Stack	Github: Update new user emails	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement
59	Engineering, IT	Tech Stack	Confluence: Update page, website, reference materials	Low			Apr 1	Jun 30	Not Started
60	Engineering, IT	Tech Stack	Github: Rename Github Organization, Rename Repositories	Low			Jul 1	Sep 30	Not Started
61	Engineering, IT	Tech Stack	Update TestRail	Low			Oct 1	Dec 31	Not Started
62	IT	Tech Stack	Quickbooks: Update new user emails	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement
63	IT	Tech Stack	Slack: Update with new OLD NAME user emails	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement
64	IT	Tech Stack	Fathom: Update to new emails	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement	Announcement at weekly assembly to change over fathom emails after gmail is updated. For Ashley: Instructions on how to change Fathom email log in: we'll need: A spreadsheet with one column for the old email address and one for the new email address Proof of ownership of both the old and new domain (DNS registration, etc.) Any timeline considerations - loss of access to the old domain, etc. Send the info to the email address help@fathom.video
65	IT	Tech Stack	Apollo: Update to new email	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement	Update once new gmail is good to go
66	IT	Tech Stack	OneDrive: Update with new emails	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement	First discuss how to consolidate our various Microsoft use cases including pop config and dev license
67	Sales, IT	Tech Stack	Salesforce: Update users and test Hubspot integration	Low			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement	To be done in concert with google workspace domain change
68	Sales, IT, Customer Success	Tech Stack	Calendly: Update to NEW NAME emails/calendars	Low			Apr 22	May 31	Not Started	New Emails, ELT Announcement	When the primary gets switched to NEW NAME this should happen automatically
69	Engineering	Platform	API endpoints: Update API endpoints, documentation, API access token	Medium			Apr 1	Jul 3	Not Started		Risk is that this relies on updating sub domains
70	Engineering, IT	Tech Stack	Confluence: Update new user emails	Medium			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement
71	Finance	External Properties	Update company name for billlling in both Google and Bing	Medium			Apr 1	Apr 30	Not Started	DBA
72	Finance	Tech Stack	Update recovery email in bank accounts	Medium			Apr 22	Apr 30	Not Started	New Emails, DBA
73	IT	Tech Stack	1password: Update with new email login credentials	Medium			Apr 22	Apr 30	Not Started	New Emails, ELT Announcement
74	Customer Success		Notify customers that we will update the subdomains				Apr 10	Jun 19	Not Started
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