Ionity Global (Pty) Ltd · Policy 986 AED · Confidential

Final Audit Handover Implementation Plan

Shout-It-Now · ION-AUDIT-HANDOVER-2026-002 · complete execution scope following the 23 July 2026 onsite handover.

Release2
Version2.21
Date23 July 2026
StatusControlled execution baseline

1. End Goal

Move from a fragmented R1.2M annual estate to a governed Azure + Ionity DOME target state, reduce the projected run rate to approximately R865K, close immediate security and compliance exposures, exit redundant vendors, and leave Shout-It-Now with auditable ownership, tested recovery, clear decision gates and no forced lock-in.

R620Kpotential annual waste identified
33%Azure MCP compliance baseline
55%AWS category reduction opportunity
17controlled handover actions

2. Execution Waves

Wave 0 · Contain
0–72 hours

Stop exposure and preserve evidence

  • Contain open HTTPS/VPN tunnel leakage and record the legal reporting decision.
  • Create verified Chomi/BotPress and finance-server backups.
  • Freeze destructive decommission activity until exports and owners are approved.
  • Issue the password-protected Release 2 handover pack.
Gate: clean validation scan; backup restore proof; accountable information owner; access record for the pack.
Wave 1 · Decide
Days 1–14

Price and approve the target paths

  • Sage X3 five-user quote and TCO sent to Pierre; Fusion impact included.
  • MojoMind deep dive, salvage assessment and leadership decision.
  • Two commercial Mimecast alternatives plus one open-source option.
  • Microsoft 365/NPO/partner discount confirmation.
  • SmartTool .NET 10 dependency assessment and quote.
Gate: signed decision records with cost, owner, target date, rollback and acceptance criteria.
Wave 2 · Migrate
Days 15–60

Consolidate infrastructure and controls

  • Build the Azure/Ionity landing zone and migrate the finance server with tested recovery.
  • Run AWS in parallel, accept workloads, then decommission before the commercial cliff.
  • Clean stale Entra/IAM identities and implement joiner-mover-leaver controls.
  • Export and retire Snipe-IT; begin email-security migration.
  • Deliver Power BI training and two accepted pilot dashboards.
Gate: production acceptance, rollback test, monitoring, finance impairment evidence and approved identity baseline.
Wave 3 · Optimise
Days 61–90 + renewal

Land the operating model

  • Complete DOME consolidation, reporting and governance boundaries.
  • Execute Salesforce non-renewal and any remaining vendor exits.
  • Move WhatsApp services from unstable virtual-number arrangements.
  • Schedule recurring IA·MCP compliance checks and evidence retention.
  • Measure realised run-rate reduction against the R865K target.
Gate: service ownership register, accepted operating procedures, measured savings and signed Phase 2 closure.

3. Total Scope by Workstream

A · Governance & Compliance

Scope: tunnel exposure, POPIA decision record, change logging, HR offboarding/JML, recurring IA·MCP checks.

Done when: controls have named owners and retained evidence.

B · Cloud & Recovery

Scope: AWS exit, Azure landing, finance-server recovery, backup validation, monitoring and rollback.

Done when: workloads are accepted before source retirement.

C · Finance & Analytics

Scope: Sage X3 five-user TCO, Fusion elimination, K-Sphere decision, Power BI training and SSRS deep dive.

Done when: Finance signs the target backbone and reporting controls.

D · Applications

Scope: MojoMind decision, SmartTool .NET 10, Snipe-IT retirement, Salesforce non-renewal and app-host moves.

Done when: every system has retain, migrate or retire evidence.

E · Communications & AI

Scope: Chomi data preservation, Mimecast replacement, WhatsApp migration and future Azure-hosted AI direction.

Done when: coverage, retention and data residency are accepted.

F · Commercial & Handover

Scope: Microsoft discounts, renewal dates, decommission impairment, controlled documents and meeting cadence.

Done when: costs, contracts and owners reconcile to one register.

4. Controlled Action Register

IDRequired outcomeOwnerTarget
H-01Share password-protected live handover links.JohanImmediate
H-02Sage X3 five-user costing delivered to Pierre.Johan5 business days
H-03–05MojoMind deep dive, salvage quote and leadership decision.Johan / Lillian / Dr. MTuesday → Thursday
H-06Chomi/BotPress data backed up and restore-tested.IT + IonityBefore September
H-07, H-17Mimecast options and Azure migration plan approved.Johan + IT10 business days
H-08–11Snipe-IT retirement, finance-cloud move, identity cleanup and tunnel containment.IT / Finance / HR / IonityImmediate → 6 weeks
H-12–13Power BI capability and Microsoft discount confirmation.Finance / HR / Johan14–30 days
H-14Salesforce non-renewal and data exit completed.Leadership + ProcurementBefore renewal
H-15Internal Thursday review meeting held and minuted.LeadershipNext Thursday
H-16SmartTool .NET 10 upgrade path approved before migration.App owner + developer + IonityBefore AWS migration

5. Dependencies, Risks & Completion Gates

Dependencies: leadership decision speed; supplier quotes; application/code access; Microsoft NPO validation; finance impairment approval; information-officer guidance; Stellenbosch timing.
Primary risks: premature shutdown, incomplete exports, double-running cost, untested recovery, stale credentials, compliance disclosure delay, vendor notice periods and scope drift.
Control rule: no system is switched off until its owner, export, recovery route, financial treatment, acceptance test and rollback position are recorded.
Completion: all 17 actions closed with evidence; target architecture approved; source systems retired only after acceptance; realised savings measured; operating controls handed over.
Ionity Global · Technical delivery acceptance
Shout-It-Now · Leadership acceptance