Capture comprehensive details about the software asset reaching End-of-Life and its vendor relationship lifecycle. This metadata is critical for risk assessment and transition planning.
Software Product Name
Software Vendor Name
Version & Build Number
License Model
Perpetual License
Subscription License
Concurrent User License
Enterprise Agreement
Usage-Based License
Open Source License
Not Applicable
Deployment Architecture
On-Premises Physical
On-Premises Virtualized
Private Cloud (Self-Hosted)
Public Cloud SaaS
Public Cloud PaaS/IaaS
Hybrid Deployment
Describe on-premises infrastructure specifications and data center locations:
Specify cloud service provider, region, and tenancy details:
Detail hybrid components and data flow architecture:
EoL Announcement Date
EoL Effective Date (End of Standard Support)
Extended Support End Date (if applicable)
Total Number of Active Users
Business Functions & Departments Impacted
Business Criticality Level (1 = Low, 5 = Mission-Critical)
Number of External System Integrations
Key Integration Points & Dependencies
Annual Recurring License/Support Cost
Total Lifetime Investment in Software (TCO to Date)
Technical Debt Assessment
Very Low
Low
Moderate
High
Very High
Are there custom code modifications or extensions?
Describe customizations and estimate remediation effort:
Is source code escrow available for this software?
Provide escrow agent details and last deposit date:
Define the strategy for extracting, archiving, and retaining legacy data. This ensures compliance, business continuity, and historical reference capabilities post-migration.
Primary Data Types Requiring Extraction/Archival
Structured Database Records
Unstructured Documents
Configuration Files
Audit Logs & System History
User-Generated Content
Attachments & Binary Files
Metadata & Relationships
Backup & Snapshot Data
Estimated Total Data Volume (GB)
Estimated Total Data Volume (TB)
Legacy Data Inventory & Retention Requirements
Data Category | Data Type | Estimated Volume (GB) | Retention Period (Years) | Access Frequency Post-Migration | Requires Sanitization? | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | Customer Transactions | Structured Database | 450 | 7 | 3 | ||
2 | Employee Records | Structured Database | 25 | 10 | 2 | ||
3 | Financial Reports | Documents & PDFs | 120 | 7 | 3 | ||
4 | System Logs | Unstructured Text | 800 | 1 | 4 | Yes | |
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Data Extraction Approach
Big Bang (Single Event)
Phased by Business Unit
Phased by Data Category
Parallel Extraction (Legacy + New System)
On-Demand Extraction
Define business unit sequence and timeline:
Define data category priority order:
Data Sensitivity Classification
Public
Internal Use
Confidential
Restricted
Highly Sensitive
Does Restricted data require enhanced encryption in archive?
Specify encryption standard (e.g., AES-256):
Does Highly Sensitive data require air-gapped archival?
Are there regulatory retention requirements?
Specify regulatory frameworks and retention mandates:
Archival Storage Strategy
Active Archive (Online, Immediate Access)
Cold Archive (Offline, Delayed Access)
Hybrid (Tiered Storage)
Migrate to New System Only
Destroy After Extraction
Estimated annual active archive storage cost:
Estimated annual cold storage cost:
Will archived data require search/retrieval capabilities?
Define search requirements and expected query volume:
Is data sanitization or anonymization required before archival?
Describe sanitization scope and methods (e.g., PII masking, data obfuscation):
Data Validation & Quality Assurance Plan
Document the evaluation process for replacement solutions, sourcing strategy, and benchmarking outcomes to ensure optimal vendor selection and value realization.
Replacement Strategy
Commercial Off-the-Shelf (COTS)
Open Source Solution
Custom Build (In-House Development)
Managed Service Provider
Platform Consolidation (Existing Tool)
Hybrid Approach
Does COTS solution require configuration or customization?
Estimate configuration effort and customization percentage:
Is commercial support required for open source?
Preferred support vendor:
Justify custom build vs. commercial options and provide high-level effort estimate:
Specify existing platform to be extended:
Functional Requirements (Must-Have)
Technical Requirements (Architecture & Integration)
Number of Vendors Evaluated in Initial Market Scan
RFX Process Status
RFP Not Yet Issued
RFP Draft Under Review
RFP Issued to Vendors
Responses Under Evaluation
Final Negotiations
Vendor Selected
Evaluation Criteria Weighting
Criterion | Weight (%) | Vendor A Score (1-5) | Vendor B Score (1-5) | Vendor C Score (1-5) | Weighted Score Calculation | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | Functional Fit | 30 | $0.00 | ||||
2 | TCO (3-Year) | 25 | $0.00 | ||||
3 | Implementation Risk | 20 | $0.00 | ||||
4 | Vendor Viability | 15 | $0.00 | ||||
5 | Support Quality | 10 | $0.00 | ||||
6 | $0.00 | ||||||
7 | $0.00 | ||||||
8 | $0.00 | ||||||
9 | $0.00 | ||||||
10 | $0.00 |
Top 3 Vendor Shortlist & Key Differentiators
Has Proof of Concept (POC) or Pilot been conducted?
Summarize POC results, success criteria met, and gaps identified:
Justify proceeding without POC and outline risk mitigation:
TCO Analysis Period (Years)
Total Cost of Ownership for Recommended Solution
Implementation Timeline Target
Less than 3 months
3-6 months
6-12 months
12-18 months
18-24 months
More than 24 months
Risk Assessment Matrix for Replacement Options
Very Low | Low | Medium | High | Very High | |
|---|---|---|---|---|---|
Vendor Lock-In Risk | |||||
Implementation Complexity | |||||
Data Migration Risk | |||||
User Adoption Challenge | |||||
Business Disruption Risk |
Does replacement solution offer data portability guarantees?
Describe exit strategy and data extraction limitations:
Analyze contractual obligations, termination costs, and overall financial impact to ensure budgetary alignment and minimize fiscal disruption during transition.
Current Contract End Date
Does contract have auto-renewal clause?
Notice period required for non-renewal (days):
Will contract be terminated before natural expiry?
Early termination penalty or fee:
Outstanding Financial Obligations (Unpaid invoices, true-ups)
Asset Disposition & Write-off Analysis
Asset Category | Description | Book Value | Write-off Amount | Disposition Plan | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Hardware | Application Servers (5 units) | $75,000.00 | $75,000.00 | 1 | |
2 | Software Licenses | Perpetual licenses (redundant) | $125,000.00 | $125,000.00 | 4 | |
3 | Support Contracts | Pre-paid annual support | $35,000.00 | $0.00 | 5 | |
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Will staff retraining or redeployment be required?
Estimated staff retraining budget:
Estimated Business Disruption Cost (Productivity loss, transition overhead)
Projected Cost Avoidance (3-Year) by Migrating
Return on Investment (ROI) Payback Period (Months)
Budget Funding Source
Operational Expenditure (OpEx)
Capital Expenditure (CapEx)
Mixed OpEx/CapEx
Special Transformation Fund
Deferred from Other Projects
Financial Risk Assessment (1 = Minimal Impact, 5 = Severe Impact)
Budget Overrun Risk | |
Unforeseen Technical Costs | |
Vendor Payment Disputes | |
Currency Fluctuation Exposure | |
Resource Cost Escalation |
Final governance checkpoint requiring validation from IT Sourcing and Enterprise Architecture leadership to ensure strategic alignment, risk acceptance, and formal authorization to proceed.
Has comprehensive risk assessment been completed and reviewed?
Risk assessment must be completed before proceeding. Please halt submission and coordinate with Risk Management team.
Has Enterprise Architecture review board approved the target architecture?
Describe EA concerns and required remediation actions:
Has Vendor Management office cleared termination and new sourcing?
Specify vendor management constraints or conditions:
Budget Approval Reference Number
Have all key business stakeholders been aligned and committed?
Identify unaligned stakeholders and mitigation plan:
Is escalation path to CIO/CTO defined for critical blockers?
Overall Confidence in Migration Success
Final Comments & Conditions for Approval
Head of IT Sourcing Digital Signature
Chief Enterprise Architect Digital Signature
Approval Date
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