Engagement collateral
Trustholm programs are consulting-led: you tell us what must move, we prove the pattern on a pilot, then migrate in gated waves with partial payments tied to delivery — not a single leap of faith.
Print or save as PDF for steering committees. Full fillable forms live in the engagement pack under docs/commercial/engagement/.
A pilot is a time-boxed migration of one agreed record family into SharePoint Online. It is not a free full-estate trial.
| Element | Typical |
|---|---|
| Duration | 2–6 weeks |
| Scope | One record type / tightly bounded set |
| Work | Connect → map → dry-run → live → views → champion coaching |
| Exit | Findable records, provenance present, no LVT surprises on default views |
| Outcome | Go / go-with-conditions / revise / stop — before estate spend |
After pilot acceptance, the estate moves in waves (by record type, business unit, status, or year). Each wave has a scope lock, dry-run, live import, UAT, and sign-off before the next wave starts.
| Wave gate | Why it exists |
|---|---|
| Scope lock | No silent expansion mid-flight |
| Dry-run | Counts, path risk, mapping gaps |
| Live + checkpoints | Restartable, auditable progress |
| Acceptance | Business + ICT confirm operability |
| Change request | Volume or ACL surprises get priced, not absorbed |
Fees are proposal-specific. Cash follows delivery gates so the agency proves the pattern before the majority of spend.
| Stage | Shape | Partial invoices (illustrative) |
|---|---|---|
| Evaluation | Fixed | 50% kickoff · 50% on report |
| Pilot | Fixed after eval | 40% access confirmed · 30% dry-run · 30% acceptance |
| Each wave | Fixed or capped T&M | 35% start · 35% live complete · 30% acceptance |
| Hypercare | Fixed | 50% start · 50% handover complete |
Illustrative only — your SoW annex sets amounts, PO lines (E1, P1, W1.1…), GST, and pause rights for overdue invoices.
On a mid-complexity program, cumulative billings after pilot acceptance are often around a third of the committed program total — enough to prove SharePoint operability before wave spend.
Tick these in evaluation — packaged as Core migrate · Labels & retention · Permissions · Search & enablement · Capture/integrations · Decommission.
| Band | Topics |
|---|---|
| Core | Purview labelling & retention · Information architecture · Views/columns · Permissions redesign · Search · Training & change |
| Common add-ons | Email/capture · Scanning · Case/container emulation · Legal holds · Audit packs · LOB integrations |
| Often deferred | TRIM decommission · Destroyed/sentenced scope · Residency/guests · On-prem hybrid |
Workshop form: engagement pack item 14 · App Welcome checklist · CLI consult
These tell Trustholm what you need migrated, under what constraints, and who decides.
During delivery we also use pilot definition, acceptance/sign-off, change requests, and hypercare handover checklists.
Start with a fixed-fee evaluation. We send the intake pack, run workshops, and only then price pilot and waves properly.