Server Migration SOP (workflow)
DTC, INC.
Server Migration SOP
Standard Operating Procedure — Milestone Workflow & Role Assignments
Owner: Project Manager | Applies to: HaloPSA Server Migration project template | Version 1.0 | Effective 2026-09-15
1. Purpose
Defines who owns each milestone and ticket in the Server Migration HaloPSA template, worked in order from top to bottom.
2. Roles Referenced
Role | Who / What It Covers |
|---|---|
PM | Project Manager — owns the project review. |
CSA | Client Success Advisor — owns agreement/managed-services review. |
Asset Admin | Owns procurement and the procurement QA review. |
Lab Resource | Owns asset provisioning and hardware recycling on this template. |
Field Tech | On-site technician — equipment delivery/staging and equipment pickup. |
T2 Tech Resource | Handles the next-morning follow-up after each T3 migration/upgrade. |
T3 Engineer | Senior resource — current default: Zach Boogher. Owns server SOW, migration prep, migration itself, and the OS upgrade. |
3. Workflow — Waterfall, Top to Bottom
Milestone 1: Procurement
1 ticket — complete before moving to the next milestone.
Ticket | Assigned To | Notes |
|---|---|---|
Procure Product | Asset Admin | For ordering products associated with Server Migration |
Milestone 2: Staging
2 tickets — complete before moving to the next milestone.
Ticket | Assigned To | Notes |
|---|---|---|
Deliver/Stage Equipment to Client | Field Tech | Field tech drops off server, stages in office, confirms remote resources are able to connect remotely so migration can take place after hours by T3 remote resource |
Provision Assets | Lab Resource | This is prep server prior to staging being scheduled. |
Milestone 3: Hardware Lifecycle — Server Related
6 tickets — complete before moving to the next milestone.
Ticket | Assigned To | Notes |
|---|---|---|
Server SOW | T3 Engineer | Scope of work, written before migration begins. |
Server Migration Prep | T3 Engineer | Handled after staging has taken place by T3 resource who is handling the migration, typically done the night before migration happens |
Server Migration | T3 Engineer | After hours, the client's office is closed (see Key Rules). |
Server Migration — Remote Follow-Up | T2 Tech Resource | Next business morning. |
Server OS Upgrade | T3 Engineer | After hours, the client's office is closed (see Key Rules). |
Server OS Upgrade — Follow-Up | T2 Tech Resource | Next business morning. |
Milestone 4: Quality Assurance
7 tickets — complete before moving to the next milestone.
Ticket | Assigned To | Notes |
|---|---|---|
QA — Agreement Review | CSA | Redundant with Managed Services Review — schedule only one. |
QA — Endpoint Cleanup | T3 Engineer | Same T3 resource who performed the migration. |
QA — Equipment Pickup | Field Tech | Scheduled after the migration is complete. |
QA — Hardware Recycling | Lab Resource | This is wipe old server and prepare for disposal of hardware |
QA — Managed Services Review | CSA | Redundant with Agreement Review — schedule only one. |
QA — Procurement Review | Asset Admin | Review of Procurement items prior to closing out project for invoicing |
QA — Project Review | Project Manager | Review of final project and tickets for invoicing to happen. |
4. Key Rules
1. Work milestones from top to bottom.
2. Server Migration and Server OS Upgrade are both performed after hours, once the client's office is closed — schedule and staff accordingly. These are done in 2 different nights to minimize possible issues
3. Agreement Review and Managed Services Review are the same check from the CSA. Schedule one ticket, not both.
4. Endpoint Cleanup goes to the same T3 engineer who ran the migration, not a general T2/T3 pool.