Discipline in Data Conversion

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Have you reviewed a software vendor’s proposal recently? Seen a line item for “Data Conversion Assistance”? The key word here is Assistance, because what is proposed is just that: some measure of help, but not a full conversion.

Help is precisely what many people hope for with a data conversion. The process is highly stressful, because it has the potential to affect your implementation, training, and go-live experience in a significant, even negative way.

But that’s no reason to panic. Successfully managing data migration may be hard work, but with attention to detail and discipline, companies can reduce much of the stress surrounding missed schedules, training deadlines, and design errors.

Considering conversion as a major sub-project of the implementation dictates assigning a schedule, budget, and resources as for any important project. Timing is critical; much depends on having enough of the system design in place to make necessary decisions. Waiting too long to begin overloads resources and impedes testing and training. Schedule carefully, and hold to critical milestones just as you would a go-live date.

A well planned infrastructure is fundamental to making the process efficient. Converting data is not a one-time event, but a process performed several times during implementation to refine and test the design as well as the data. Design the extraction routines, conversion programs, and documentation so that the process is easily repeatable.

Viewing the project as a temporary task tempts many people to take shortcuts. A time-eroded memory is the root of most errors when the final product is delivered. It is essential that the staff member leading the project has the self-discipline and skills to approach the task this way.

Finally, the entire implementation team should understand that the data conversion project is as much their responsibility as the person actually performing the extraction and data import. Often, the tedious task of mapping and verifying data is assigned to someone unfamiliar with the data, and the result is a rough start on the new system. Subject matter experts in each area know the data better than anyone and should be accountable for its migration. Framing the project as the subject area leader’s with the data conversion leader as a resource is helpful in communicating the proper responsibility matrix.

Data conversion is manageable and success an achievable goal. Planning, structuring, and clearly defining responsibilities make it possible. Spend the time to organize the project and you will be rewarded for the effort.