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M3 Framework Introduction M3 Framework Overview M3 Phase 0 - Assessment M3 Phase 1 - Readiness M3 Phase 2 - Selection M3 Phase 3 - Engagement M3 Phase 4 - Migration M3 Phase 5 - Operations M3 Resources
M3 Playbook > Phase 2: Selection
2.8 Develop a Decommission Plan
2.7 Conduct Initial Data Cleansing
2.9 Understand As-Is Business Processes
Image Map Phase 0: Assessment Phase 1: Readiness Phase 2: Selection Phase 3: Engagement Phase 4: Migration Phase 5: Operations
Objective: Develop a plan to retire legacy system.

Phase 2 GuidanceResponsible Party - Customer, Provider, Shared
Activities
1. Review and understand contract language of legacy system to determine decommissioning activities, including licensing expirations, contract expirations, options to extend, etc. for both software and infrastructure contracts, and the O&M support contracts (S)
2. Identify application components (i.e. classify components to be decommissioned such as testing or production environments, systems user IDs, and business app) (C)
3. Ascertain hardware components - if applicable (i.e. ascertain where infrastructure is in its maintenance/resource life cycle) (C)
4. Pinpoint network devices (C)
5. Work with system owner, Agency Records Manager, and other key stakeholders of legacy system to establish how far back to archive data, what data will be migrated, and timelines for migration (C)
6. Identify network, software and hardware location/ownership (i.e. activities include but are not limited to population of assets, management of data stores and development and validation of assets) (C)
7. Prioritize decommission effort (i.e. which components are simple versus complex to offline) (C)
8. Identify failover/offline procedures (i.e. have components backup/archive current state been verified) (C)
9. Coordinate with agency IT Security office to identify guidelines for managing/cleansing the data (C)
10. Draft Decommission Plan with timelines and key activities for retiring legacy system (based on activities noted above) (C)

Inputs
• As-is Systems Environment
• Communication Plan

Outputs
• Decommission Plan
• Communication Plan
Stakeholders
• Business Owner (C)
• Functional Lead (C)
• Functional Team (C)
• Technical Lead/Solution Architect (C)
• Technical SME (C)
• Functional SME (C)
• PMO Lead (C)

Best Practice
• Conduct cost benefit analysis to determine cost of archiving, or migrating legacy data, or maintaining legacy systems in place
• Leverage common standards and solutions defined by NARA for records management found at Federal Integrated Business Framework (FIBF)
• If system is accessed via website, coordinate domain name tranistion through Domain Name System (DNS) and with IT security POC