QAD EE to Adaptive ERP Migration Checklist

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17 critical items still open - these are the highest-risk gaps.

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Discovery and inventory

Business case and scope approved by the steering groupCRITICALAll custom programs, includes and database changes listed with ownersCRITICALEach customization marked retire, replace with standard, or rebuildCRITICALCustom reports, browses and dashboards inventoried by usageAll interfaces listed with direction, protocol, volume and ownerCRITICALModules and sites in scope confirmedLicensing, support and contract dates reviewedRegulatory and customer requirements mapped to functions

Design and fit-gap

Process owners named for each functional areaCRITICALFit-gap sessions held and decisions recordedCRITICALChart of accounts, sites and organisation structure confirmedUser roles and security model designedReporting approach agreed, including what replaces custom reportsIntegration architecture agreed for each interfaceTraining approach and audience defined

Data migration

Master data cleansed: duplicates, inactive items, obsolete BOMsCRITICALMapping documents written for each objectOpen transactions migrated or run down by agreed ruleCRITICALOpening balances reconciled with financeCRITICALInventory by location, lot and serial validatedAt least two full migration rehearsals completedCRITICALReconciliation reports defined and signed by ownersHistorical data retention and archive approach decided

Build, test and training

Test environment configured with realistic dataCRITICALTest scripts written for the top business transactionsIntegration testing completed end to endCRITICALReport output compared with legacy for key reportsUser acceptance testing completed by named business usersCRITICALSecurity and segregation of duties tested with real rolesPerformance tested with production-like volumesTraining delivered and attendance recorded

Cutover and hypercare

Cutover plan with timeline, owners and rollback criteriaCRITICALFreeze period communicated to all users and partnersCRITICALCustomers, suppliers and banks informed of any changesGo or no-go decision meeting held with defined criteriaCRITICALLegacy system set to read-only after cutoverHypercare team and escalation path in placeCRITICALFirst month end close planned and supportedLessons learned captured and legacy decommission date set

Mark items complete only with a document, sign-off or test result behind them. Treat any open critical item as a blocker for the next phase. Items apply broadly; add rows for your regulatory, multi-site or multi-currency needs.

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How to use the checklist

Use it as a project control, not a one-off list. Review it at each steering meeting, with evidence for every ticked item. Critical items gate the next phase: do not start data rehearsals while the customization decisions are open, and do not schedule cutover before reconciliation reports are signed. Export to PDF for a dated record.

Review at every steering meeting
Attach evidence to ticked items
Do not move phases with critical items open
Add rows for site-specific needs

Decide the fate of every customization

The biggest effort driver is custom code. For each customization, ask whether the business need still exists, whether standard functionality now covers it, and if not, what the cheapest supportable way to deliver it is. Retiring a customization is the cheapest option and is often possible after a fit-gap conversation with the process owner.

Data, rehearsals and reconciliation

Plan at least two full data migration rehearsals. Each should end with reconciliation: GL balances, open sales and purchase orders, inventory by location and lot, and open receivables and payables. Finance should sign these. Rehearsals also give you a realistic cutover duration, which determines the length of the freeze and the weekend plan.

Common mistakes

Frequent problems are undiscovered interfaces, reports that users rely on but nobody listed, too little key-user time, and a single migration attempt. Another is declaring go-live the finish line; the first close and the first quarter of operation are where hidden issues appear. Staff hypercare accordingly.

Frequently Asked Questions

How long does a QAD EE to Adaptive ERP move take?

It varies widely with customization count, integrations, number of sites and data quality. Treat any generic number with caution and base your estimate on your inventory and a pilot of one process area.

Should we migrate history?

Usually migrate balances, open transactions and master data, and keep history in an archive or read-only reporting. Migrating all history raises cost and risk without much operational value, but finance and audit needs should decide.

What is the most common cause of delay?

Late discovery of customizations, interfaces and custom reports, followed by limited key-user availability for testing. An early, honest inventory prevents most of this.

Is this specific to QAD?

The terminology is QAD, but the structure of inventory, fit-gap, data rehearsal, testing, cutover and hypercare applies to most ERP migrations. Adjust names for your target.

If you want help analysing customizations and interfaces faster, Netray can discuss how AI-assisted code and data analysis supports a migration like this.

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