Every ERP, WMSor TMS system will eventually need replacing. With the new software,
a company can adapt to changing processes, manage stock more efficiently,
plan transport and serve its customers better. It is striking that during the
switchover, all attention tends to be focused on the new system. However, when
must not forget that, when changing systems, moving the old data –
or ‘data migration’, also requires considerable effort and organisation. As data migration specialists,
at Type2Solutions, we’ve compiled five statements that management would rather not hear. And
in addition, I’ll give you five tips to help you avoid a difficult
data migration.
Smart logistics benefits from a system that can provide information quickly and clearly. Not
all current ERP, WMS and TMS systems are capable of this. Excel is still
a widely used tool, but it also encourages human error. To
automate processes, different software may be required. Switching
to a different system is therefore a clear sign that a
company’s needs are changing. I have observed
that management and IT managers within transport companies, LDV operators and
shippers pay too little attention to the equally different needs and
functionality of the new system. Furthermore, companies often make the
common mistake of thinking they also want to migrate all their old data to the new
system environment. But do you really want to carry over expired contracts and lost customers
transfer them?
Define the project objective and strategy
When undertaking data migration, business owners should clearly define the project’s objective and the
conditions they will accept the data migration results. IT
IT managers need to define a strategy for dealing with data quality issues.
This is particularly important at a time when the volume of data and its significance are rapidly
increasing.
Five statements and five tips for data migration approach
At Type2Solutions, we’ve put together five statements that management might not want to hear, but
which the company will inevitably have to deal with. For each statement, we’ve listed the five
key tips for preventing data migration issues.
Thesis 1: We need more budget!
- Include budget for data migration during the project initiative phase;
- Add budget for data quality optimisation during the project initiative phase as well;
- Recognise that data migration requires specialists & specialist tools;
- Ensure a necessary representative test environment during data migration;
- With scope changes, don't forget to include a separate data migration item as well.
It is vital to make data migration an integral part of the project right from the start
. This brings structure to your change process and prevents
duplicate work. But remember, less is more! The less data you transfer,
the simpler and more cost-effective the data migration will be.
Thesis 2: We need more time!
- Draw up a data migration plan (conversion plan) and add resources, deliverables and milestones, including dependencies with other tracks;
- Scope changes are always coming, so be prepared!
- Perform at least 3 trial migrations prior to go-live;
- Do not migrate historical data (if possible);
- From a predetermined moment, do not allow any (major) scope changes.
Drawing up a thorough project plan prior to the data migration is highly recommended. Make sure to include test migrations in this plan
and be prepared for changes. And just as with point 1: less is more! The
less data you transfer, the faster the data migration
will be completed.
Thesis 3: We need more resources!
- Put specialists on the data migration team;
- Set up a team of people from the organisation and the project (data migration team) responsible for data quality optimisation and correct data definitions;
- Make sure data quality monitoring and optimisation is an integral part of the project;
- Resolve data quality issues in the source system, prior to go-live and not during migration;
- Ensure automated and dynamic data migration, quality control and counting.
Data migration is a specialised field in which data quality is of crucial importance. Ensure you have
the right people and a (control) framework. This will reduce the risk of
problems, add structure to the project and clarify responsibilities
to those best suited to the task. Above all, don’t forget that a single
specialist with the right tools is capable of more and can achieve better results
achieve better results than five generalists.
Thesis 4: The new system is not working!
- Have a specialist from the supplier sit on the data migration team as a neutral expert;
- Test with a representative set of data;
- Align old and new system definitions;
- Ensure that the test track independently of the data migration track tests for verification of migrated data with the new system;
- Don't forget to test peripheral applications as well.
Carry out realistic tests. You can only assess whether the new system is working correctly if you use
realistic production data as possible. Do this for all processes, from
end-to-end and preferably as early as possible in the project. Unlike the
previous tips, ‘more is better’ applies here. The more often you practise
with the migration software you’ve developed, the better the result will be at
go-live.
Thesis 5: We can't live!
- Prior to the actual migration, provide acceptance criteria, risk profiles, a control strategy and a control plan including checks and a roadmap. Test all these aspects during trial migrations;
- Note that the accountant will want to see that the records in the old system match the records in the new system. Only when that is the case will he approve the figures;
- Have an internal or external auditor review the data migration and report regularly to the steering committee;
- Capture as much as possible! Reports, print screens, tests, counts and hashes. Everything is important and it is great to keep in a file;
- Perform a dress rehearsal of the integral go-live roadmap to test all dependencies.
It is the steering group that ultimately decides whether the new system goes live or not. This steering group
needs input for this. Ensure that the contingency plan has been practised and
that it is clear in advance under what conditions the data migration will be accepted
. Here too, the rule is: more is better! The more often you practise the contingency plan
and the audit plan, the better the outcome will be during the go-live.
Jack de Hamer - owner Type2Solutions
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