Data Conversions are never easy.

 

Data Conversions are never easy. At best they can be made useful, delivered with predictable accuracy and well worth the effort and cost. Migrating data is not a trivial undertaking but with reasonably good planning and project management they can be successful.

 

Setting expectations is the first step. That requires an understanding of what can and cannot be accomplished for a given data conversion opportunity. It truly is an opportunity to move forward with all or most of your historical and current operating data. Each is unique and should be treated as such. There are no rubber stamp conversions that produce predictable and reliable results.

 

The planning process is the second step. It must include:

• A comprehensive list of data items in the legacy system and their relative value to the clinic. The reason for a relative value indicator will become apparent as the project proceeds.
• Identify the data integrity rules of the legacy system and how the clinic used or manipulated those rules.
• Set a date for the first data extract and test of the conversion. The final data extract and go live date should not be set until the Clinic has approved the test conversion.
• Identify who in the clinic will be responsible for the critical task of validating the test and final conversions.
• Document the expected test results.
• Identify patient records to be used in the verification processes. Use the same records each time a test or final iteration is run.
• Assign responsibility for Management acceptance and signoff of the test conversion and the final run.
• Perform an exhaustive data validation after go-live of the entire patient and/or clinical master file.

 

Some items may not be available or in a format that lends itself to the data integrity of the new system. Knowing beforehand the relative value of data items will give Management a reliable tool for making the critical business decisions. Should you proceed without the data? Can you proceed without the data? Is there an incremental cost associated with retrieving and/or reformatting the uncooperative information and if so, is it worth the cost?

 

All these questions are likely to come up during the project. Being prepared before kickoff will allow for a rational discussion, absent the crisis element of a time crunch. Leg work is needed to provide the basis for a practical business decision-do it before you start.

 

A data conversion is not magic nor need it be mystical.

 

Information is said to be the essence of power. Planning is essential in obtaining adequate and correct information. Sound business decisions are based on accurate and timely information. That is the power of which I speak. Profitability, stability and business flexibility are direct results.

 

While not easy, a data conversion can contribute to your business in a most positive way. Don't leave your data behind.