What You Need to Know about Data Migrations

While it might not be your chosen night-time reading, it’s really important to get to grips with what a data migration is because it’s harder to correct any errors once you’ve done your big changeover.

What is Data Migration?

Data migration simply means taking some of the data you already have from your old system and importing it into your new system. Before you part with your hard-earned cash, you need to understand the data you already have and the quality of that data. For example, if it’s just names and addresses on your old system you definitely don’t need to do a full, enhanced data migration exercise, because you’ll be paying for something unnecessarily.

If you still think you need more than names and addresses, question how much data you need and how much data you want (they’re slightly different, certain data you need, some data you don’t really need but it’s still useful to have). This is important because once you move from basic database migration, it can be costly, so get all your forward planning in place.

Keep or Trash Your Old System?

Then, as soon as you’ve worked out what you need and want, ask yourself what you’re going to do with your old system? Don’t just get rid of it or delete the information, it’s a good idea to keep an archive copy of your old database. This is because you only want to bring over your “live” and current data to your new system. You never know when your archive data might be useful again too.

Planning your Data Migration

When you’re planning your data migration timetable, you need to consider your organisational structure. Be absolutely clear when your data migration is coming over and be sure that the receiving system can differentiate between different companies and AR’s (Appointed Representatives). Why? Well, if that data isn’t already segmented within your current database, how will you identify it for your new system provider?

Data Sets

If you’ve done that, you’ll now need to list the data you want to take over. In the industry, this is known as Data Sets. Speak to your new provider and ask them what fields they can port over for each data set. If you’re asking Adviser Outsourcing (and you should be, right?), we’d recommend that you get a complete list of fields rather than asking your provider and their response being that they cover client data or planned data. Bottom line; always get a full list of fields.

You should also always get a breakdown of cost for each data set. One thing you should consider is your activity type tasks and documents. Ask yourself if you’re looking to bring them over to your new system or leave them in your old database system (or even to another system altogether!).

Cleansing & Fixing Your Data

Now for the fun! Once you’ve clarified the data you want to migrate to your new all singing, all dancing database, do one test cut to allow you to understand what mappings will be required. We’re talking what missing data there is (if any) and what “cleansing” you need to do. From your test run, you’ll understand anything that needs cleaning up or fixing. If so (and it’s likely there will be some elements that need ironing out), here are the options. We’d stress here that when looking at cleansing needed it is likely to be a combination of the 3 options below and so once again forward planning is key.

• Option One. You could do your cleansing and fixing on your current system. The massive disadvantage with this is it takes a lot of time because you need to go through it record by record. It’s cumbersome and exhausting!
• Option Two. The provider you’re using will usually provide a series of files. You can bulk-update those files. This is really worthwhile a good example is if you have missing start dates of plans because you can insert a bulk default date, rather than having to open each record on your old system
• Option Three. Do your cleansing after you’ve moved over to your new system. This can work but you need to be able to identify which records have been cleansed and know who is doing the cleansing and how they’re doing it.

We’d also like to mention that it’s so important to have your own smart objectives in place so you keep track of your progress.

Test Plan

Next it’s your test plan for when your data goes live after the big migration! Make sure you’ve put your resource in place and work out how much time they need to spend doing spot checks of the migrated data. Remember it’s paramount that the data is correct; it’s moved over efficiently and if there are any issues, best to identify them at this early stage.

When choosing your resource, make sure that the person with responsibility has the client knowledge so they can spot the issues quickly. You’ll also need to ensure they’ve had the training they need to navigate the new system.

Or Just Let Us Do it For You!

What we’ve discussed today is not rocket science but it is a big job that needs patience, time and knowledge to get right. If you’d like to understand more about your options and what outside services can be provided to help you, do get in touch!