1. Preparing a DataMigration PlanA practical introduction to datamigration strategy and planningwww.etlsolutions.com

2. Introduction This is the Powerpoint version of our dataDownload the PDFmigration eGuide, which aims to help with the eGuide for free at:development of a plan for a data migration. The http://www.etlsolutions.coguide is based on our years of work in the data m/free-eguide-preparing-movement industry, where we provide off-the-a-data-migration-plan/shelf software and consultancy fororganisations across the world. Data migration is a complex undertaking, andthe processes and software used arecontinually evolving. The approach in this guideincorporates data migration best practice, withthe aim of making the data migration process alittle more straightforward. Dont hesitate to get in touch with us atinfo@etlsolutions.com if you have anyquestions. www.etlsolutions.com 3. Definitions We should start with a quick definition ofwhat we mean by data migration. Theterm usually refers to the movement ofdata from an old or legacy system to anew system. Data migration is typically part of a largerprogramme and is often triggered by amerger or acquisition, a business decisionto standardise systems, or modernisationof an organisations systems. The data migration planning outlined inthis guide dovetails neatly into the overallrequirements of an organisation. www.etlsolutions.com 4. 1. Project Scopingwww.etlsolutions.com 5. Project scoping While staff and systems play an The project review evaluates these areas:important role in reducing the risks Are the deliverables and deadlinesclearly defined?involved with data migration, early Is the budget sufficient?stage planning can also help. It Have all potential stakeholders beenidentifies potential issues that mayincluded in the plan?occur later in the project, enabling Are there communication plans inthe organisation to plan theplace, and do they include allmitigation of risk. stakeholders, senior managementand, if necessary, the wider Our consultants thoroughly organisation?review and scope a project before Are there personnel in the rightit starts. We find its practical tonumber and with the right skills? Willthey be available for the duration ofdivide the review into two parts: the the project? Specifically, are thereprojects structure and its technical sufficient:aspects. Business domain experts? System experts? Data migration experts?www.etlsolutions.com 6. Project scoping (continued) Analysing these aspects inThe technical review assesses the quality of: the early stages of a The proposed migration methodology project will help to reduce and workflow risk and realise best The data security planpractice. The software available: Technical features It also provides supporting Flexibilityevidence when requesting Fit with the skills of the people workingadditional funding or other on the project.resources. The volume and cleanliness of the data to be migrated www.etlsolutions.com 7. 2. Methodologywww.etlsolutions.com 8. Methodology A clear methodology is essential for a staged, well-managed androbust approach to data migration. According to a 2011 report byBloor, 38% of data migration projects run over time or budget. Thereport identifies an effective methodology as one of the ways tominimise these risks. However, industry-standard data migration methodologies arescarce. One option is the Practical Data Migration methodologydeveloped by industry expert Johny Morris, which consists of trainingand certification. Alternatively, most companies who provide datamigration services have their own methodology; ours consists of pre-migration scoping, project assessments and a core migrationprocess. The complexity of data migration means that a chosen methodologycan seem like a sea of options, which can be difficult to get all thestakeholders to buy into. Focus on the most startling element of themigration the fact that the legacy system will be turned off andthe attention of the stakeholders is guaranteed.www.etlsolutions.com 9. Methodology (continued)A robust methodology should include: Extract design: how the data is Standards are used to identify extracted, held and verifiedproblem areas early on, making Migration design: how data is sure that the project dont reach transformed into the target the final stages with a hundred structure different issues to sort out. Mapping rules: the details of the migration For instance, at ETL Solutions Test overview: tools, reporting,we have the Prince2 structure and constraints management standard, and use Unit test: unit test specificationISO standards where Integration test: integration testappropriate to underpin our data specification Recovery plan: recovery options migration methodology. for each stage of the migration Go live plan: actions required to go live.www.etlsolutions.com 10. 3. Data preparationwww.etlsolutions.com 11. Data preparation It is crucial to thoroughly prepare data and systems before amigration takes place. In particular, landscape analysis is animportant part of preparing for a data migration. It provides anoverview of the source and target systems, enabling the projectteam to understand how each system works and how the data withineach system is structured. These areas should be reviewed systematically to ensure thatpotential errors are identified in advance of the migration. Ideally,the team should model the links and interactions between thedifferent systems involved, along with the data structures within eachsystem. Another important component of thorough preparation is dataassurance. This procedure validates the data discovered in thelandscape analysis and ensures that all data is fit for purpose. Byvalidating the data, the migration team are then free to focus solelyon structural manipulation and movement. Data assurance hasseveral phases: data profiling; data quality definition; and datacleansing.www.etlsolutions.com 12. Data preparation: Data profiling The aim of the data profiling phase is to ensure that any historicaldata due to be migrated is suitable for the changes that are takingplace in the organisation. Profiling should be carried out to identifyareas of the data which may not be of sufficient quality. It shouldinclude comprehensive checks of existing model structure, dataformat and data conformance. A retirement plan should be used to define the data no longerrequired. Any data to be retired should be recorded, along with adescription of what replaces it or why it can be removed. The datathat is no longer needed may have to be archived for tax purposesor to meet the requirements of an industrys governing bodies. www.etlsolutions.com 13. Data preparation: Data quality definitionData quality definitions state the quality that must be attained by elements, attributes and relationships in the source system.The definitions or rules should be used during profiling to identify whether or not the data is of the correct quality and format.All data quality rules should be listed at element level, such as data table or flat file. All data quality issues and queries should be tracked and stored.www.etlsolutions.com 14. Data preparation: Data cleansing The first stage in data cleansing is to define which cleansing ruleswill be carried out manually and which will be automated. Splittingthe rules into two enables the organisations domain experts toconcentrate on the manual process, while the migration expertsdesign and develop the automated cleansing. Typically, the manualcleansing will be carried out before the migration, while theautomated cleansing may be carried out before the migration or aspart of the migrations initial phase. Data verification is the part of the data cleansing process that checksthat the data is available, accessible, complete and in the correctformat. Our consultants often continue to carry out verification oncea migration has begun, ensuring that the information is optimisedprior to each stage of the migration. We find that data impact analysis is a crucial part of data cleansing.Because cleansing data adds or alters values, data impact analysisensures that these changes do not have a knock-on effect on otherelements within the source and target systems. It also checks theimpact of data cleansing on other systems which currently use thedata, and on systems which may use the data once the migration iscomplete. www.etlsolutions.com 15. 4. Data security www.etlsolutions.com 16. Data security Data security has become a political and legal issue, particularly withcontinuing high-profile data losses. Carrying out a data migration islikely to require access to corporate or customer data that is likely tobe sensitive and business critical. It is crucial that all data is treated with respect. All sensitiveinformation, including customer data, should have detailed levels ofsecurity in place. Before you start any data migration, check exactlywhat levels are in place, and who is allowed access to the data andwhen. Assess the value of the data to the business, in addition to the coststhat could arise from a security breach. Then make sure that thesecurity requirements of the migration reflect this value. Theyshould be cost-effective and not outweigh the risks highlighted in theassessment. www.etlsolutions.com 17. Data security (continued) Legal obligations should be Draw up data security plans early on andembed them in the data migration plan.thoroughly checked. Areas to consider include: Statutory measures covering How to ensure secure data transferdata breach and data protection How to create secure server accessare now in place in many How to ensure secure data accesssectors. Whether or not to increase the These often outline the areas ofnumber of permissions required totransfer datasecurity that have to be in place, Clearance and vetting of personnel,as well as stipulating operatingincluding outside consultants andprocedures to keep the data partnerssecure. The training or information sessionsrequired by personnel Vetting of the software that will beused for the migration. Protocols for the use of email andportable storage devices. www.etlsolutions.com 18. 5. Business engagementwww.etlsolutions.com 19. Business engagement The backing of senior business Align the project with businessleaders will improve the chances priorities: The project results shouldof a data migration project goingreflect the areas on which business leaders tend to focus. These aresmoothly and ensure that you predominantly revenue and cost.have the resources you need. Senior managers need to be The key is to remember that theconvinced that real, monetary gain lies in project success.purpose of the migration is to Manage expectations: Be honestmake the overall business more about how long the project is going toeffective and efficient, and totake and what will be asked ofensure that this is communicated management along the way.properly. Link the benefits to specific business issues: Show how current challenges Here are some ways to gain buy-within the business will be helped byin from senior management the data migration project. Talk in terminology that management can understand!www.etlsolutions.com 20. Business engagement (continued)Promote best practice: Great Communicate the systemprocesses can reflectretirement plan: Be clearpositively on a companysabout what will happen tosenior management. Showexisting business resourcesin the scoping and strategyafter the migration. Explaindocuments at the outset howhow any changes canthe migration process uses mitigate the costs of thebest practice and even,migration itself.where applicable,Build in short and long-termaccreditations.gains: Senior business leaders are likely to want to see short-term value added to their bottom line after making an investment in data migration. Create some quick wins to satisfy business objectives.www.etlsolutions.com 21. Download your free copy of this guide Download the PDF copy of thisguide for easy reading andprinting. Its free, and no emailaddress is required! Visit us at:http://www.etlsolutions.com/free-eguide-preparing-a-data-migration-plan/ to downloadyour copy. About us At ETL Solutions, we design software to help developers tackle difficult data transformations. We deliver ready-to-use products and services based on Transformation Manager, a robust integration toolkit.Images from Freedigitalphotos.net 22. Contact information Karl Glenn, Business Development Director kg@etlsolutions.com +44 (0) 1912 894040 www.etlsolutions.com Raising data managementstandardswww.etlsolutions.com www.etlsolutions.com