<INSERT PROJECT NAME> DATA MIGRATION CHECKLIST

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1 <INSERT PROJECT NAME> DATA MIGRATION CHECKLIST Ensure you always have the latest version of this document. Document Location This document is only valid on the day it was printed. The source of the document will be found at the Informatics Programme Office. Revision History Version Control Version Date Author Issued To Comments V0.1 V1.0 10/09/2010 PSO Compliance Review V PSO PMO For compliance with Walsall Health Care logo Approvals This document requires the following approvals. Signed approval forms are filed in the Management section of the project files. Name Signature Title Date of Issue Version Status : Date of Issue : Reason for Issue : Reviewed by : Produced by : Authorised by : Distribution This document has been distributed to: Name Title Date of Issue Version Walsall Informatics providing shared services to: NHS Walsall, Walsall Healthcare NHS Trust

2 Glossary of Terms Abbreviation/Term Description Ref: INFPMO-ORG-PRJNAME-CHECK LIST-Data Migration-V1.1-YYYYMMDD.DOC Page 2 of 6

3 Check Item Check 1. Does the Data Migration Approach include: Data Migration Plan Data Migration Approach Check (as detailed in the Data Migration Plan) YES NO N/A a) The Supplier s Data Migration Processes including intended controls. b) A detailed plan on how the migration is to be conducted. c) Any subcontractor issues and agreed allocation of responsibility for risk. 2. Data Migration Scope: Data Migration Requirements Check (as detailed in the Data Migration Plan) a) Has the supplier agreed to migrate all patient records to the target retaining all semantic and syntactic clinical meaning? b) Has the supplier agreed to migrate the following? i. All electronic medical records (including free text data, patient registration status, etc.)? ii. The relevant structural and coding information? iii. iv. All clinical record attachment (e.g. scanned letters, image files, etc.) and associated inks to the relevant patient records? Records for all patients with data in the Source System? c) Has the supplier provided a clear indication of what data will not be migrated and the HO s responsibilities for this? 3. Does the Data Migration Plan include business continuity and technical data recovery procedures? a) Has the supplier agreed provisions regarding the impact on continuity of Health care at the HO? This will Walsall Informatics providing shared services to: NHS Walsall, Walsall Healthcare NHS Trust

4 include consideration of: i. The timescales for the data migration slipping ii. Restoration from backups iii. iv. There is a serious data error discovered with the Target System following Data Load System loss and business continuity b) Has the HO adequate backup and data archive regimes are in place prior to data migration? c) Require the Healthcare Organisation and Source Supplier to agree with the Supplier any software or code updates to the existing source clinical system between the samples and live stages of the migration process? d) Has the HO agreed access to the source system for an agreed period post migration? e) Has the Supplier agreed to maintain all existing interfaces with the other IT systems and equipment 4. Has the Data Migration Approach been risk assessed and has the assessment been signed off by the supplier and HO Clinical Leads? 5. Has the HO considered information Governance aspects of the Data Migration? 6. Has the Supplier agreed to provide appropriate reports including: i. Validation Reports ii. Data Quality Reports iii. Data Quality Log iv. Data Mapping v. Exceptions Report 7. Have appropriate roles and responsibilities of supplier, HO and Third Party been agreed? 8. Has the Data Mapping exercise been appropriately risk assessed? This may form part of the main implementation safety assessment. Data Cleansing Ref: INFPMO-ORG-PRJNAME-CHECK LIST-Data Migration-V1.1-YYYYMMDD.DOC Page 4 of 6

5 9. Has data cleansing been undertaken to an appropriate Data Cleansing Requirement, e.g. NHS CfH basic Data Quality requirements document (NPFIT-FNT-TO-DQM-0157)? 10. Has there been a reconciliation exercise with NHAIS (the New Health Authorities Information System; better known as the Exeter System)? Data Extraction from the Source System 11. Is he Data Extract: a) Complete and uncorrupted and backed by a fully documented data integrity check? b) Backed by documentation detailing data structures, encryption, exceptions, and details of the last source system backup? 12. Has the supplier tested the transformations process prior to the mitigation? 13. Has the supplier provided: i. Data Mapping documentation ii. Mapping Tables iii. Data Quality reports iv. Details of any errors or irregularities with the data 14. Has the Supplier agreed appropriate checks, balances, and reconciliations with the HO to validate the migrated data? 15. Has the check of the final cut of Transformed Data been completed, and reviewed and signed off by the healthcare organisations? Data Load into the Target System 16. Has the HO signed off the Data Verification Report? 17. Has the HO signed off the Safety Closure Report? 18. Are arrangements in place for the healthcare organisation to Source System data and the audit trail? 19. Has data been validated in line with the approved data accreditation standards? Ref: INFPMO-ORG-PRJNAME-CHECK LIST-Data Migration-V1.1-YYYYMMDD.DOC Page 5 of 6

6 20. Have all outstanding data nominations been addressed and resolved? Ref: INFPMO-ORG-PRJNAME-CHECK LIST-Data Migration-V1.1-YYYYMMDD.DOC Page 6 of 6