Data Migration - The Basics

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1 IS DATA MIGRATION HOLDING YOUR COMPANY BACK? Danny Doobay, MBA, BA (Hons.) The SkeduleX Advantage Technologies

2 Is Data Migration holding your company back? You are convinced that a newer, more powerful management software would provide more functionality and benefits, lower your operating costs, and increase the overall competitiveness of your centre or clinic. But you are worried about the years of data you have amassed in your existing software and are apprehensive about making the move. You have a number of questions. 1. Will I lose my data? 2. Will I have to run two separate systems, old and new? 3. Can I have this information transferred to the new software? 4. Will my application be down and for how long? 5. How much will all of this cost me? Legacy data is information collected and recorded by your organization over time. It is an accumulation of business knowledge, an important business resource, which cannot be replaced by just adding new technology. Transferring data from one system to another Legacy data is information collected and recorded by your organization over time. It is an accumulation of business knowledge, an important business resource that cannot be replaced by just adding new technology. Such data could be multisource, including database records, spreadsheets, XML, text files, other digital files and paper-based documents.

3 Time accumulated business knowledge in legacy data can be captured Unquestionably, every effort should be made to have the data transferred to any new software. Faced with these critical questions, many business owners and managers hold-on to old software applications and endure significant loss of competitive advantage to their business. And with each passing day the challenges grow larger. To state the obvious, these businesses: 1. Add more data [in some cases, more bad data] to existing system. 2. Put up with less than optimal performance with their existing software. 3. Tolerate poor productivity due to poor enabling technology. 4. Spend more on labour charges to compensate for the weaknesses in the existing software. 5. Delays can be detrimental. Older hardware requires more handson maintenance, has a lower performance, is more prone to failure and represents a business risk. Data migration is the process of transferring data from an existing software system into another, or from one computer to another Where do you start? Your new software supplier may have the answer. This supplier may have the capabilities to migrate your old data to the new platform you are about to acquire. What is Data Migration? Data migration is the process of transferring data from an existing software system into another, or from one computer to another. For the most part, data migration is performed as an automated process, as opposed to manually copying data to the new system. A good data migration process includes data cleansing. As a rule, data cleansing is performed in the migration processes to match the requirements of the new system, improve data quality, and eliminate redundant or obsolete information.

4 Data Migration is a complex process. For starters it entails more than a simply mechanical transference of data from one system to another. A typical data migration procedure includes 5 basic phases: plan/design, extraction, cleansing, load and verification. Depending on the complexity of the migration, these phases may be repeated several times before the new system is deployed. A good data migration process includes data cleansing. As a rule, data cleansing is performed in the migration processes to match the requirements of the new system, improve data quality and eliminate redundant or obsolete information. It is not unusual for some of the headaches in your old system to reside in the dataset you have built-up over the years. Thus, simply transferring the dataset to your new system may actually transfer those issues to your shiny, new program. It is therefore prudent to have your dataset examined and cleaned before loading into your new software. However, don t assume that all data migration includes data cleansing. Ask your software vendor if data cleansing is part of the migration process. After the data is loaded into the new system, the results are subjected to data verification tests to ascertain that the data has been accurately transferred, completed and is supported by the new software. Plan and act, don t procrastinate! So how should you move forward! Your response will depend on the size of your organization, the complexity of your data system and your budget. If you are a smaller organization with a low data complexity contemplating upgrading your software, discuss your data migration concerns with your new software supplier. Ask for a data migration plan, cost, downtime and timeline. If you are a medium to large organization with a moderate to high data complexity, in addition to discussions with your software vendor, you may also wish to establish a migration management team to work with your software vendor. Your team should put into place an internal control process relating to the migration procedure and plan, scheduling, communication, security, etc.

5 The Baylaan Time-Tested Approach Baylaan combines a proven methodology, robust planning and well-defined strategies to deliver tested solutions for your data migration. Recognizing that data migration is all about data, we placed special emphasis on understanding the dataset(s). This proven approach reduces the business impacts of data migration: costs, data loss and downtime. Our proven methodology starts with a ten-point plan for migrating your data to your new SkeduleX Software. The nature of the migration program is determined by several factors: the size of the organization, the complexity of the software, size of the dataset, equipment and storage considerations, etc. In larger organizations, we work closely with the IT team to develop a program that suits Baylaan combines a proven methodology, robust planning and welldefined strategies to deliver proven solutions for your data migration. Baylaan tested data migration approach the organization, provides the optimal migration, and work to achieve budget and timeline considerations. In smaller organization, Baylaan develops and implements a migration plan in consultation with the owner or manager. In all cases, we involve users and data experts in the migration process. Understanding that no two migrations are alike, each migration is meticulously planned and executed. We strive for a non-disruptive data migration with minimal impact on your business.

6 SkeduleX - In a class of its own SkeduleX is a fully integrated software solution developed by Baylaan Technologies specifically for Medical Assessment, Treatments and Case Management. It provides full integration with HCAI and seamless management of your workflow from lead entry to invoicing and reporting. Here are seven reasons why SkeduleX is a superior software. 1. HCAI - Create and submit OCF 18, 23 and 21 directly to HCAI is less than one minute. No web Login. These records form part of your document management system in Skedulex. There no queuing system. See your submission status, instantly. 2. Accounting Integration: SkeduleX is integrated with QuickBooks, one of Canada s most popular accounting software. We synchronize your billing information from HCAI, EH and other sources with QuickBooks - eliminating the need for separate billing and accounting entries. Our QuickBooks integration saves you about 2-3 minutes for every invoice. In addition, enjoy all of the features in an accounting package. 3. Skedulex Portal: SkeduleX portal allows you to communicate seamlessly with your external resources (Practitioners, Doctors, Psychologists, Interpretation and Transportation companies), increasing efficiency, accuracy and documentation i.e. your doctors could view and confirm their appointments, receive and send documents and messages; Patients may also use it to register with your Clinic, saving you another 2-3 minutes of data entry per file. Upgrade to Skedulex! Give your centre the advantage of seamless workflow management from lead entry to reporting, invoicing and accounting. 4. Secure File Transfer: SkeduleX s Secure File Transfer is done with unmatched efficiency. Send files to third parties without leaving SkeduleX. Receive files from third parties and SkeduleX directs those files to your patient folder. No website to log into! This is a safe and secure way to send and receive files in full compliance with PIPEDA. 5. A simple scheduling solution: SkeduleX s full scheduling solution simplifies your bookings into a single, easy-to-learn interface. Our Semi-automated process allows you to schedule both internal and external appointments. Book your appointments in less than 30 seconds! Have our portal communicate this request with your Practitioners, Doctors, Interpretation and Transportation companies, etc., instantly. View your appointment schedules for each practitioner or the entire centre; by day, week, or month. Enjoy the benefits of a comprehensive booking and Calendar system!

7 6. Productivity Tools: Our productivity tools generate standard letters, reports and performance Matrix in minutes, saving you valuable time. There are no limits to the number of letters or reports you can produce. 7. Training: Training is crucial to the efficient operation of any software. We will train your staff to operate Skedulex efficiently and effectively. In addition, the software has built-in manual and training modules for additional reference. About the Author Danny Doobay has been a Business and IT consultant to industry and government for more than 25 years. He has also project managed software development, implementation and data migration. He is currently the CEO of Baylaan Technologies, a software solutions developer based in Markham Ontario. Danny can be reached at ddoobay@baylaan.com or Follow Danny on: Danny Doobay, MBA, BA (Hons.) Call Baylaan today for a free demonstration! Danny Doobay, CEO Baylaan Technologies Inc. 66 Bullock Drive, Unit 3 Markham, Ontario L3P 3P2 Tel: Fax: ddoobay@baylaan.com