Enterprise migration tool

CMS Migration Planning Workbook

Scope your migration, align your team and cut discovery time. Fill in this workbook before your first vendor call, so your architecture, stakeholders and requirements are already documented. It has four modules and takes about two hours. Send it to us when you’re done for a free 30-minute review call.

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Steps

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Project snapshot Ready? Start here 0 of 9
Scope & stakeholders 30 min 0 of 23
Architecture audit 40 min 0 of 29
Vendor scorecard 20 min 0 of 10
Launch readiness checklist 30 min 0 of 19
Review & send

Ready? Start here

Project snapshot

Fill this out first. It sets context for every module that follows and gives any new stakeholder a 30-second overview.

Company / brand(s)

Current CMS platform

Target platform

Choose an answer WordPress VIP Self-hosted WordPress Other

Which platform?

Number of sites / sub-sites

How many properties are in scope.

Monthly traffic (approx.)

Pageviews or sessions per month.

Target go-live

Primary migration driver

Choose an answer License renewal Platform EOL Cost reduction Marketing speed Acquisition Other

What is driving it?

Owner of this workbook

Role

30 min

Module 1. Scope & stakeholder alignment

The most common reason enterprise migrations stall mid-flight is stakeholder misalignment discovered after the build has started. This module tackles it first.

1.1 Decision-maker map

List everyone whose objection can stop or delay this project.

Stakeholder Name + role Primary concern Sign-off required on Status Stakeholder 1 Name + role Primary concern Sign-off required on StatusSelect…BriefedAlignedTBD Stakeholder 2 Name + role Primary concern Sign-off required on StatusSelect…BriefedAlignedTBD Stakeholder 3 Name + role Primary concern Sign-off required on StatusSelect…BriefedAlignedTBD Stakeholder 4 Name + role Primary concern Sign-off required on StatusSelect…BriefedAlignedTBD

1.2 Business goals for this migration

What does success look like? List the 3–5 outcomes your committee will measure this project against.

Goal Goal Priority Owner Goal 1 Goal PrioritySelect…HighMediumLow Owner Goal 2 Goal PrioritySelect…HighMediumLow Owner Goal 3 Goal PrioritySelect…HighMediumLow Owner Goal 4 Goal PrioritySelect…HighMediumLow Owner Goal 5 Goal PrioritySelect…HighMediumLow Owner

1.3 Migration scope definition

Define what is and isn’t in scope.

Current CMS version & hosting

Total content count (pages + posts + products)

Approximate number. Include drafts and scheduled posts.

Languages / locales

Media library size & storage

Sub-sites / microsites connected to the main domain

Content to exclude from migration

Content to archive (not migrate, not delete)

Must the current URL structure be preserved?

Yes (SEO-critical) Partially No

Explain

Can content be exported (DB, XML, other)?

Yes No Unknown

Describe the method

Reverse proxy or custom server setup in use?

Yes No

Describe the setup

1.4 Known objections to resolve before vendor selection

Objection Objection / concern Raised by What would resolve it Objection 1 Objection / concern Raised by What would resolve it Objection 2 Objection / concern Raised by What would resolve it Objection 3 Objection / concern Raised by What would resolve it Objection 4 Objection / concern Raised by What would resolve it

40 min

Module 2. Architecture audit

Document what exists today so the engineering team can map it to WordPress architecture. Every item here is a migration dependency or a scoping variable. Anything unknown is a discovery risk.

2.1 Backend: content model & user roles

User roles & capabilities

Custom content types (beyond pages & posts)

Taxonomy structure (tags, categories, custom)

Content with iframes / embed code / third-party widgets

Yes No

Which types?

Multilingual setup

Yes No

How many languages, and which plugin or system?

Multisite or microsites on the current platform

Yes No

How many, and how do they relate to the main site?

Geolocation / country-level content rules

Yes No

Describe the logic

Paywall / subscription gating

Yes No

Which platform?

Ad management system

Yes No

Which system?

Mobile-specific content or layout rules

Yes No

Describe what changes on mobile

2.2 Backend: integrations & APIs

Each integration is a migration dependency. Unknown integrations are the #1 cause of post-launch failures.

Integration / system Current setup (brief description) Carry over? CRM (e.g. Salesforce, HubSpot) Current setup (brief description) Carry over?Select…YesNoTBD Marketing automation Current setup (brief description) Carry over?Select…YesNoTBD Analytics / tag manager Current setup (brief description) Carry over?Select…YesNoTBD DAM / media storage Current setup (brief description) Carry over?Select…YesNoTBD Search Current setup (brief description) Carry over?Select…YesNoTBD CDN / performance layer Current setup (brief description) Carry over?Select…YesNoTBD Personalization / A/B testing Current setup (brief description) Carry over?Select…YesNoTBD SSO / authentication Current setup (brief description) Carry over?Select…YesNoTBD Custom APIs (outbound) Current setup (brief description) Carry over?Select…YesNoTBD Other Current setup (brief description) Carry over?Select…YesNoTBD

2.3 Frontend: design systems & templates

Migration complexity often depends on these items.

Number of page templates to migrate or rebuild

Design system / brand guidelines available?

Yes No Partially

Add a link

Existing component / block library?

Yes No, build from scratch

Describe it

Language navigator (flags / language selector)

Yes No

Infinite scroll or custom pagination

Yes No

Describe the behavior

GDPR / cookie consent implementation

Yes No

Which tool?

Live chat integration

Yes No

Which tool?

Newsletter subscription form

Yes No

PWA or AMP setup

Yes No

Describe the setup

20 min

Module 3. Vendor evaluation scorecard

Assign a weight (1–3) to each criterion based on what your committee cares about most. Score each vendor from 1 to 5 on each criterion. Each score is multiplied by its weight and totaled at the bottom.

Score each vendor

CriterionWeight (1–3) Vendor 1 Vendor 2 Vendor 3 Enterprise WordPress experienceWeight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Migration from our specific platform (AEM / Kentico / Drupal / Sitecore / Arc XP)Weight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 SEO preservation track record (case studies with CWV data)Weight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Zero-downtime delivery capabilityWeight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Editorial independence post-migration (Gutenberg governance implementation expertise)Weight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Multi-brand / multisite architecture capabilityWeight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Security & compliance (SOC 2 Type II, VIP Gold Partner)Weight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Speed to start / low-friction onboardingWeight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Long-term partnership modelWeight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Post-launch support (hypercare, documentation, training)Weight (1–3)123 Vendor A—12345 Vendor B—12345 Vendor C—12345 Weighted total Vendor A0 Highest Vendor B0 Highest Vendor C0 Highest

30 min

Module 4. Pre-launch readiness & launch-day gate

This module has two parts: a readiness checklist before you brief vendors, and a launch-day gate.

Aim to mark every item “Yes” before you share this workbook with a vendor.

That said, you don’t need 100% completion before reaching out. If you’re blocked on 2–3 items, that’s what rtCamp’s free discovery call is for.

4.1 Pre-launch readiness

Confirm these before you enter vendor conversations. Any item that isn’t “Yes” yet can be resolved in discovery.

Business readiness

0 of 6 confirmed

Checkpoint Status Notes Executive sponsor identified and briefed Status

Status, Executive sponsor identified and briefedYesNo

Notes Migration driver clearly documented (cost / EOL / marketing speed / acquisition) Status

Status, Migration driver clearly documented (cost / EOL / marketing speed / acquisition)YesNo

Notes Budget approved or budget range defined for vendor conversations Status

Status, Budget approved or budget range defined for vendor conversationsYesNo

Notes Target go-live agreed by all departments, with no conflicting events Status

Status, Target go-live agreed by all departments, with no conflicting eventsYesNo

Notes Business goals defined and prioritized (Module 1.2 complete) Status

Status, Business goals defined and prioritized (Module 1.2 complete)YesNo

Notes Team members providing the latest content will be available during launch week Status

Status, Team members providing the latest content will be available during launch weekYesNo

Notes

Technical readiness

0 of 8 confirmed

Checkpoint Status Notes Current CMS version and hosting environment documented (Module 1.3) Status

Status, Current CMS version and hosting environment documented (Module 1.3)YesNo

Notes Integrations inventory complete (Module 2.2) Status

Status, Integrations inventory complete (Module 2.2)YesNo

Notes Content export method confirmed (DB dump / XML / API) Status

Status, Content export method confirmed (DB dump / XML / API)YesNo

Notes Access to current CMS and server confirmed for vendor audit Status

Status, Access to current CMS and server confirmed for vendor auditYesNo

Notes URL scope and redirect estimate confirmed (Module 1.3) Status

Status, URL scope and redirect estimate confirmed (Module 1.3)YesNo

Notes Content to exclude / archive identified Status

Status, Content to exclude / archive identifiedYesNo

Notes SEO baseline benchmarked: keyword rankings + Core Web Vitals captured Status

Status, SEO baseline benchmarked: keyword rankings + Core Web Vitals capturedYesNo

Notes Forms, SSO, and third-party integrations documented Status

Status, Forms, SSO, and third-party integrations documentedYesNo

Notes

Content & design readiness

0 of 5 confirmed

Checkpoint Status Notes Business-critical priority pages identified Status

Status, Business-critical priority pages identifiedYesNo

Notes All content types listed, including drafts, scheduled, and published content Status

Status, All content types listed, including drafts, scheduled, and published contentYesNo

Notes Media library size confirmed, with a DAM migration plan in place if applicable Status

Status, Media library size confirmed, with a DAM migration plan in place if applicableYesNo

Notes Design system / brand guidelines available for WordPress build Status

Status, Design system / brand guidelines available for WordPress buildYesNo

Notes List of page templates confirmed (Module 2.3) Status

Status, List of page templates confirmed (Module 2.3)YesNo

Notes

4.2 Launch-day gate

This is the final checklist before the DNS switch. Share it with your engineering lead: every item must be verified on launch day before you flip the switch.

Launch-day gate

0 of 15 confirmed

Launch-day checkpoint Status Owner Code frozen 2–4 days before migration (no new features, only blockers fixed) Status

Status, Code frozen 2–4 days before migration (no new features, only blockers fixed)YesNo

Owner Content editing frozen on the current CMS one day before go-live Status

Status, Content editing frozen on the current CMS one day before go-liveYesNo

Owner Final content import executed one day before launch Status

Status, Final content import executed one day before launchYesNo

Owner Domain TTL set to the minimum value 24 hours before launch Status

Status, Domain TTL set to the minimum value 24 hours before launchYesNo

Owner URL redirect list prepared and verified Status

Status, URL redirect list prepared and verifiedYesNo

Owner Content and media verified on both backend and frontend for all priority pages Status

Status, Content and media verified on both backend and frontend for all priority pagesYesNo

Owner GTM / GA code added to the production site Status

Status, GTM / GA code added to the production siteYesNo

Owner All third-party integrations tested against production traffic Status

Status, All third-party integrations tested against production trafficYesNo

Owner Forms verified: data saves correctly + CRM sync confirmed Status

Status, Forms verified: data saves correctly + CRM sync confirmedYesNo

Owner Soft launch tested via a local hosts file before the DNS switch Status

Status, Soft launch tested via a local hosts file before the DNS switchYesNo

Owner robots.txt allows indexing on production Status

Status, robots.txt allows indexing on productionYesNo

Owner Admin passwords reset and handed to the client team Status

Status, Admin passwords reset and handed to the client teamYesNo

Owner Two-factor authentication enabled for all admin users Status

Status, Two-factor authentication enabled for all admin usersYesNo

Owner Backup configured and confirmed Status

Status, Backup configured and confirmedYesNo

Owner All relevant departments signed off on the launch date Status

Status, All relevant departments signed off on the launch dateYesNo

Owner

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