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Data migration strategy & methodologyApproval to spend

IfQ Programme

IntroductionA key element of the Information for Quality Programme (IfQ) is the data migration, that is, how we move data from our existing Register & systems to the new Register & systems.

Data migration has been flagged as high risk on the IfQ programme risk log and is a medium risk on the corporate risk register.

The draft Internal Audit report identifies that it is imperative that we have a clear strategy and methodology for migrating our data and for evidencing that the data migration has been accurately undertaken.

It is proposed that data migration specialists, Avoca systems, is engaged to help us develop a data migration strategy and potentially to undertake a data health-check.

The purpose of this document is to articulate a spend request so that the Programme Board can determine whether the proposed spend should be approved.

BackgroundData migration research has been undertaken by our internal team since August 2014. The research has identified that there are problems with our data.

Further research is underway but it is already clear that we need: a documented data migration strategy and methodology that articulates which tasks we

should undertake and in what order. a synthesis of what the data issues are and a mechanism for making decisions by the

organisation that non-technical people can understand

Proposed suppliersSuppliers, Scisys & Avoca systems were invited to identify potential costs for data migration.

Whilst Scisys could probably do the work, they are not a specialist data migration specialist and did not bid for the data migration work in the pre-tender market engagement. In addition, their prices are subject to a 35% contingency which makes them more expensive than Avoca.

Avoca was founded in 1995, employs circa 15 staff and is a data migration specialist that has undertaken over 30 NHS data migrations. Avoca was selected as the data migration partner by the NHS National Programme for IT.

Verbal references were taken from the following:Reference Feedback Paul Gaskin, Senior Project

Manager, The Christie NHS Foundation Trust

Paul has now left the Trust but did say that Avoca was called in to provide the Trust with assurance that the Trust IT team had a robust process in place.

“They are experts in their field and gave us the assurance we needed”

When asked who else they considered, Paul said he didn’t because they are the clear leaders in the field.

Jim Butler, Head of Information Services,

Avoca assisted the Trust with a hugely complex PAS implementation about 5 years ago.

document.docx /4 HFEA Internal - 24-Nov-14


IfQ Programme

Reference FeedbackNewcastle upon Tyne Hospitals NHS Foundation Trust

“The success of the data migration was due to them and they know what to look for in data migration and got us out of a hole. They understand confidentiality as most are previous NHS staff”

What is proposedIt is proposed to engage Avoca to:What Cost Timescales Consult with HFEA stakeholders (e.g.

Dave Moysen, Cathy Hodgson & appropriate IT team) and write an IfQ data migration strategy (sample in appendices)

£12,000 incl. VAT & expenses

Circa 3 weeks, subject to availability of HFEA team

Undertake a health-check of our data in terms of data migration (sample in appendices)

£17,801 incl. VAT & expenses

Circa 6-8 weeks, subject to HFEA IT providing access to the data to Avoca

It is proposed that the Board approves the data migration strategy now and then seek IfQ Programme Board approval for the health-check thereafter if determined appropriate by the Board.

CostsWe have negotiated a fixed price (9.99% off their initial quote and to include expenses). We are not committed to undertaking the health-check at this stage.

The following table compares the quote from Avoca with a quote from Scisys. Scisys added a 35% contingency to their quote.

Initial price VAT Avoca ScisysData migration strategy 11,100 10,000.00 2,000.00 12,000.00 12,006 16,208.10 Data health-check 16,197 14,834.17 2,966.83 17,801.00 N/A

Revised cost incl expenses

Scisys with 35% contingency

In accordance with our SFI’s, this expenditure is below £25,000 and therefore simply requires a written quotation (which has been received) and can be approved by the budget holder.

The SFI’s require a minimum of 2 quotes which have been obtained.

DependenciesFor the Data migration strategy & methodology:Item Dependency Owner Due date1 Avoca will require access to Dave Moysen, key IT team

members, Nick Jones, Cathy Hodgson & Mike AramaNick Jones / Dave Moyson

Within 7 days

2 Data completeness standards for the new data set will be required.

Cathy Hodgson

8th December



IfQ Programme

Item Dependency Owner Due date

For the health check:Item Dependency Owner Due date1 Avoca will need to be given remote access to a copy of

our dataDave Moysen Within 7 days

of approval2 HFEA will provide a designated migration server

(suggested specification available from Avoca). Source data extraction will simply involve HFEA backing up the legacy HFEA Register database and restoring it on the migration server.

Dave Moysen Within 7 days of approval

3 Avoca would be working from the Chesterfield office and will remotely connect through secure connection such as IPSec site-to-site or the various client VPNs supported by Windows L2TP etc.

Dave Moysen Within 7 days of approval

4 So as to comply with the legal requirements (per discussion with Catherine Drennan), a letter of engagement and a confidentiality agreement will be signed by the supplier and the HFEA.

Nick Jones On Approval

ExclusionsThe Health-check quote excludes any activities with the Image database

Acceptance Criteria

Data Migration strategy1. The data migration strategy is in a format of that in the appendices, adapted to HFEA

requirements.2. The data migration strategy can be understood by its intended audience (i.e. non-technical)3. The data migration strategy is clear and unambiguous and provides a clear way forward for

the HFEA for the migration of register data.

Health-check1. The health-check is in a format of that in the appendices, adapted to HFEA requirements.2. The health check identifies key data migration issues3. The health check covers all historical data and should cover data that will be migrated &

possibly cleansed (new data set) and data that will be migrated to legacy data tables (and not necessarily cleansed)

RecommendationIt is recommended that we commission Avoca to undertake the production of a data migration strategy.



IfQ Programme

Approval to spendApproval is requested to spend £12,000 inclusive of VAT & expenses for the production of a data migration strategy as described above.

Appendices1. Scisys data migration proposal 2. Avoca Sample data migration strategy – in confidence3. Avoca Health-check description4. Avoca sample data health-check- in confidence


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