Common use of Data Migration Process Diagram Clause in Contracts

Data Migration Process Diagram. Successful data migration starts with the Assessment phase, leverages automation and collaborative Vendor and County activities. Table 4 provides a description of each data activity in the data migration process. Figure 5 below illustrates the data conversion process. Table 4. Process Activity Description MIGRATION PROCESS ACTIVITY DESCRIPTION Develop Data Migration Strategy Defines and documents the high-level scope of the data migration and begin the design of the physical migration. The strategy encompasses previously identified requirements. Additional research is performed as needed to determine an applicable strategy to meet the requirements. The strategy elements, method and schedule for migrating data from the source to the target, accounting for auditability, security and privacy, data retention and archiving considerations are documented in the Data Migration Strategy document. Analyze Data Quality for Data Migration Addresses identifying data quality issues as discovered via data profiling. Performing this upfront profiling provides the awareness to data quality issues and data anomalies prior to testing the migration. Identifying data quality issues early or during the data migration process:  Identifies data that may cause data migration issues, providing a proactive rather than reactive approach  Allows for data correction during the data migration process, at the source prior to MIGRATION PROCESS ACTIVITY DESCRIPTION extraction or during data migration transformation. Data conversion process allows for the auditability and traceability of the changes made to the data for any data issues. During the assessment phase Vendor will determine if the current data and the related programs that changes this data is not correct then Vendor will document these situations and develop the remedial programs with the help of the County resources. Analyzing data quality during the data migration process includes:  Reviewing data profiling and data quality results that may have been previously generated  Performing full data profiling and data quality analysis or only performing additional data profiling and data quality analysis to address gaps found in initial profiling results that are needed to support the migration  Determining and documenting through the Data Quality and Profiling Reports for Data Migration – an artifact from the project – Source data corrections to be made, by whom and how the corrections will be made – Transformations necessary to correct data issues discovered – Data that will remain as is (allowable exceptions) Vendor’s audit and reconciliation processes are integrated into each data migration step. These procedures are not only vital to verify the quality of the data, but also to facilitate the County’s audit function and make sure other stakeholders are confident in the migration process. Vendor understands that the re-platformed data may not follow the same legacy system structure. Vendor has included a reconciliation process in Vendor’s approach to understand the differences and resolutions as needed. For example, The Vendor may recommend that it consolidate, split, ignore and/or convert source records as part of the data migration process and Vendor’s reconciliation approach will accommodate these structural variations. Vendor will provide Reconciliation Summary Statement and Reconciliation Detailed Report outlining the key metrics and also provide backups for summary to help manage through these situations. Vendor will use multiple techniques to handle the data migration audit.  Update the records in the staging table with any lookups / derivations / processing that occurred against the record. This serves two purposes – by examining these fields prior to the transfer, Vendor will know in advance what is likely to happen and secondly, by examining these fields post migration, the Vendor gets some insight into why certain things ended up as they did.  Maintain a detailed debug log which serves as a reference point to explain why things were done in a certain way.  Maintain an audit trail through each step of the process; from source ETL files, through the staging tables and into the base tables. Design Physical Data Migration The detailed source to target attribute data mapping portion of this activity is tailored to the requirement. The design activity is the detailed and final process-level analysis, design and planning activity prior to the data migration execution. Therefore, from a design perspective, this activity addresses all items identified in the strategy not previously detailed. Testing Specifications are also created during this activity to include the test plans which will be executed during the unit, integration and dress rehearsal testing activities. The test planning documents are focused on testing the migration of the data, though the data itself may be validated by the Client via the application to confirm the migration MIGRATION PROCESS ACTIVITY DESCRIPTION has been successfully completed. Data Migration Acceptance Criteria is also created during this activity to reflect the Client acceptance criteria for an acceptable data migration. Provide Data Migration Components The focus of this activity is the creation of the elements necessary to execute the data migration. The elements include the Data Migration Components (SW) and the Data Migration Details, the detailed work stream used to execute those components. The components will consist of ETL tool use and ETL object creation, OS level scripts and/or database tool use and scripts. This activity includes obtaining an understanding of the design, assigned components and timelines through the review of the Design Physical Data Migration documents. The documents include attribute mapping information that will need to be referenced during component creation and test plans that will be executed during the testing phases. The documents also contain additional information related to how the migration will proceed and items that may need to be included within the components or work stream. Perform Initial Testing During this activity the Data Migration Components (SW) are first tested using a subset of the legacy data. The Data Migration Details are practiced and refined as well during this testing. The related testing specifications are exercised, test results and defects are captured. This activity is iterative until the components are functioning acceptably. Perform Integration Testing This activity provides for the integrated testing of multiple sets of Data Migration Components (SW) and Data Migration Details using a subset of the legacy data. The Integration testing specifications are exercised, test results and defects are captured. This activity is iterative until the components are functioning acceptably. Perform Data Migration Dress Rehearsals The dress rehearsals are full production data migration trial runs into the user acceptance environment. This process is iterative, providing for the verification and validation of the converted data, and allowing for potential changes to the data migration software due to data anomalies. The scope and purpose of the activity extends beyond the validation of conversion components to the validation of the end to end process for migrating the data including all the logistical elements. Within the defined acceptance criteria, Client Data Migration Software Acceptance Signoff is sought to indicate successful completion of the dress rehearsals. This is a software signoff to indicate that the software is functioning as expected. This is second of the two Client signoffs required by the process. Perform Application Testing Data testing will integrate with the Application Testing in an iterative manner throughout the project. Install Application Data This activity is to perform the full production data migration into the production environment using the tested and signed-off Data Migration Components (SW) and the Data Migration Details. Perform Release Testing The Data Conversion Team supports the Release Testing as led by the project team. Figure 5 below illustrates the data conversion process.

Data Migration Process Diagram. Successful data migration starts with the Assessment phase, leverages automation and collaborative Vendor and County activities. Table 4 provides a description of each data activity in the data migration process. Figure 5 below illustrates the data conversion process. Table 4. Process Activity Description MIGRATION PROCESS ACTIVITY DESCRIPTION Develop Data Migration Strategy Defines and documents the high-level scope of the data migration and begin the design of the physical migration. The strategy encompasses previously identified requirements. Additional research is performed as needed to determine an applicable strategy to meet the requirements. The strategy elements, method and schedule for migrating data from the source to the target, accounting for auditability, security and privacy, data retention and archiving considerations are documented in the Data Migration Strategy document. Analyze Data Quality for Data Migration Addresses identifying data quality issues as discovered via data profiling. Performing this upfront profiling provides the awareness to data quality issues and data anomalies prior to testing the migration. Identifying data quality issues early or during the data migration process:  • Identifies data that may cause data migration issues, providing a proactive rather than reactive approach  MIGRATION PROCESS ACTIVITY DESCRIPTION • Allows for data correction during the data migration process, at the source prior to MIGRATION PROCESS ACTIVITY DESCRIPTION extraction or during data migration transformation. Data conversion process allows for the auditability and traceability of the changes made to the data for any data issues. During the assessment phase Vendor will determine if the current data and the related programs that changes this data is not correct then Vendor will document these situations and develop the remedial programs with the help of the County resources. Analyzing data quality during the data migration process includes:  • Reviewing data profiling and data quality results that may have been previously generated  • Performing full data profiling and data quality analysis or only performing additional data profiling and data quality analysis to address gaps found in initial profiling results that are needed to support the migration  • Determining and documenting through the Data Quality and Profiling Reports for Data Migration – an artifact from the project – Source data corrections to be made, by whom and how the corrections will be made – Transformations necessary to correct data issues discovered – Data that will remain as is (allowable exceptions) Vendor’s audit and reconciliation processes are integrated into each data migration step. These procedures are not only vital to verify the quality of the data, but also to facilitate the County’s audit function and make sure other stakeholders are confident in the migration process. Vendor understands that the re-platformed data may not follow the same legacy system structure. Vendor has included a reconciliation process in Vendor’s approach to understand the differences and resolutions as needed. For example, The Vendor may recommend that it consolidate, split, ignore and/or convert source records as part of the data migration process and Vendor’s reconciliation approach will accommodate these structural variations. Vendor will provide Reconciliation Summary Statement and Reconciliation Detailed Report outlining the key metrics and also provide backups for summary to help manage through these situations. Vendor will use multiple techniques to handle the data migration audit.  • Update the records in the staging table with any lookups / derivations / processing that occurred against the record. This serves two purposes – by examining these fields prior to the transfer, Vendor will know in advance what is likely to happen and secondly, by examining these fields post migration, the Vendor gets some insight into why certain things ended up as they did.  • Maintain a detailed debug log which serves as a reference point to explain why things were done in a certain way.  • Maintain an audit trail through each step of the process; from source ETL files, through the staging tables and into the base tables. Design Physical Data Migration The detailed source to target attribute data mapping portion of this activity is tailored to the requirement. The design activity is the detailed and final process-level analysis, design and planning activity prior to the data migration execution. Therefore, from a design perspective, this activity addresses all items identified in the strategy not previously detailed. Testing Specifications are also created during this activity to include the test plans which will be executed during the unit, integration and dress rehearsal testing activities. The test planning documents are focused on testing the migration of the data, though the data itself may be validated by the Client via the application to confirm the migration MIGRATION PROCESS ACTIVITY DESCRIPTION has been successfully completed. Data Migration Acceptance Criteria is also created during this activity to reflect the Client acceptance criteria for an acceptable data migration. Provide Data Migration Components The focus of this activity is the creation of the elements necessary to execute the data migration. The elements include the Data Migration Components (SW) and the Data Migration Details, the detailed work stream used to execute those components. The components will consist of ETL tool use and ETL object creation, OS level scripts and/or database tool use and scripts. This activity includes obtaining an understanding of the design, assigned components and timelines through the review of the Design Physical Data Migration documents. The documents include attribute mapping information that will need to be referenced during component creation and test plans that will be executed during the testing phases. The documents also contain additional information related to how the migration will proceed and items that may need to be included within the components or work stream. Perform Initial Testing During this activity the Data Migration Components (SW) are first tested using a subset of the legacy data. The Data Migration Details are practiced and refined as well during this testing. The related testing specifications are exercised, test results and defects are captured. This activity is iterative until the components are functioning acceptably. Perform Integration Testing This activity provides for the integrated testing of multiple sets of Data Migration Components (SW) and Data Migration Details using a subset of the legacy data. The Integration testing specifications are exercised, test results and defects are captured. This activity is iterative until the components are functioning acceptably. Perform Data Migration Dress Rehearsals The dress rehearsals are full production data migration trial runs into the user acceptance environment. This process is iterative, providing for the verification and validation of the converted data, and allowing for potential changes to the data migration software due to data anomalies. The scope and purpose of the activity extends beyond the validation of conversion components to the validation of the end to end process for migrating the data including all the logistical elements. Within the defined acceptance criteria, Client Data Migration Software Acceptance Signoff is sought to indicate successful completion of the dress rehearsals. This is a software signoff to indicate that the software is functioning as expected. This is second of the two Client signoffs required by the process. Perform Application Testing Data testing will integrate with the Application Testing in an iterative manner throughout the project. Install Application Data This activity is to perform the full production data migration into the production environment using the tested and signed-off Data Migration Components (SW) and the Data Migration Details. Perform Release Testing The Data Conversion Team supports the Release Testing as led by the project team. Figure 5 below illustrates the data conversion process.

Data Migration Process Diagram. Successful data migration starts with the Assessment phase, leverages automation and collaborative Vendor and County activities. Table 4 provides a description of each data activity in the data migration process. Figure 5 below illustrates the data conversion process. Table 4. Process Activity Description MIGRATION PROCESS ACTIVITY DESCRIPTION Develop Data Migration Strategy Defines and documents the high-level scope of the data migration and begin the design of the physical migration. The strategy encompasses previously identified requirements. Additional research is performed as needed to determine an applicable strategy to meet the requirements. The strategy elements, method and schedule for migrating data from the source to the target, accounting for auditability, security and privacy, data retention and archiving considerations are documented in the Data Migration Strategy document. Analyze Data Quality for Data Migration Addresses identifying data quality issues as discovered via data profiling. Performing this upfront profiling provides the awareness to data quality issues and data anomalies prior to testing the migration. Identifying data quality issues early or during the data migration process:  Identifies data that may cause data migration issues, providing a proactive rather than reactive approach MIGRATION PROCESS ACTIVITY DESCRIPTION  Allows for data correction during the data migration process, at the source prior to MIGRATION PROCESS ACTIVITY DESCRIPTION extraction or during data migration transformation. Data conversion process allows for the auditability and traceability of the changes made to the data for any data issues. During the assessment phase Vendor will determine if the current data and the related programs that changes this data is not correct then Vendor will document these situations and develop the remedial programs with the help of the County resources. Analyzing data quality during the data migration process includes:  Reviewing data profiling and data quality results that may have been previously generated  Performing full data profiling and data quality analysis or only performing additional data profiling and data quality analysis to address gaps found in initial profiling results that are needed to support the migration  Determining and documenting through the Data Quality and Profiling Reports for Data Migration – an artifact from the project – Source data corrections to be made, by whom and how the corrections will be made – Transformations necessary to correct data issues discovered – Data that will remain as is (allowable exceptions) Vendor’s audit and reconciliation processes are integrated into each data migration step. These procedures are not only vital to verify the quality of the data, but also to facilitate the County’s audit function and make sure other stakeholders are confident in the migration process. Vendor understands that the re-platformed data may not follow the same legacy system structure. Vendor has included a reconciliation process in Vendor’s approach to understand the differences and resolutions as needed. For example, The Vendor may recommend that it consolidate, split, ignore and/or convert source records as part of the data migration process and Vendor’s reconciliation approach will accommodate these structural variations. Vendor will provide Reconciliation Summary Statement and Reconciliation Detailed Report outlining the key metrics and also provide backups for summary to help manage through these situations. Vendor will use multiple techniques to handle the data migration audit.  Update the records in the staging table with any lookups / derivations / processing that occurred against the record. This serves two purposes – by examining these fields prior to the transfer, Vendor will know in advance what is likely to happen and secondly, by examining these fields post migration, the Vendor gets some insight into why certain things ended up as they did.  Maintain a detailed debug log which serves as a reference point to explain why things were done in a certain way.  Maintain an audit trail through each step of the process; from source ETL files, through the staging tables and into the base tables. Design Physical Data Migration The detailed source to target attribute data mapping portion of this activity is tailored to the requirement. The design activity is the detailed and final process-level analysis, design and planning activity prior to the data migration execution. Therefore, from a design perspective, this activity addresses all items identified in the strategy not previously detailed. Testing Specifications are also created during this activity to include the test plans which will be executed during the unit, integration and dress rehearsal testing activities. The test planning documents are focused on testing the migration of the data, though the data itself may be validated by the Client via the application to confirm the migration MIGRATION PROCESS ACTIVITY DESCRIPTION has been successfully completed. MIGRATION PROCESS ACTIVITY DESCRIPTION Data Migration Acceptance Criteria is also created during this activity to reflect the Client acceptance criteria for an acceptable data migration. Provide Data Migration Components The focus of this activity is the creation of the elements necessary to execute the data migration. The elements include the Data Migration Components (SW) and the Data Migration Details, the detailed work stream used to execute those components. The components will consist of ETL tool use and ETL object creation, OS level scripts and/or database tool use and scripts. This activity includes obtaining an understanding of the design, assigned components and timelines through the review of the Design Physical Data Migration documents. The documents include attribute mapping information that will need to be referenced during component creation and test plans that will be executed during the testing phases. The documents also contain additional information related to how the migration will proceed and items that may need to be included within the components or work stream. Perform Initial Testing During this activity the Data Migration Components (SW) are first tested using a subset of the legacy data. The Data Migration Details are practiced and refined as well during this testing. The related testing specifications are exercised, test results and defects are captured. This activity is iterative until the components are functioning acceptably. Perform Integration Testing This activity provides for the integrated testing of multiple sets of Data Migration Components (SW) and Data Migration Details using a subset of the legacy data. The Integration testing specifications are exercised, test results and defects are captured. This activity is iterative until the components are functioning acceptably. Perform Data Migration Dress Rehearsals The dress rehearsals are full production data migration trial runs into the user acceptance environment. This process is iterative, providing for the verification and validation of the converted data, and allowing for potential changes to the data migration software due to data anomalies. The scope and purpose of the activity extends beyond the validation of conversion components to the validation of the end to end process for migrating the data including all the logistical elements. Within the defined acceptance criteria, Client Data Migration Software Acceptance Signoff is sought to indicate successful completion of the dress rehearsals. This is a software signoff to indicate that the software is functioning as expected. This is second of the two Client signoffs required by the process. Perform Application Testing Data testing will integrate with the Application Testing in an iterative manner throughout the project. Install Application Data This activity is to perform the full production data migration into the production environment using the tested and signed-off Data Migration Components (SW) and the Data Migration Details. Perform Release Testing The Data Conversion Team supports the Release Testing as led by the project team. Figure 5 below illustrates the data conversion process.