Lumary AH - This article provides a step-by-step guide to data migration for Lumary AH.
Data migration is a critical process when transitioning to a new system, and a well-defined action plan is crucial in ensuring it all goes smoothly. This easy-to-follow guide walks through the Lumary AH data migration process, covers best practices, resourcing and more! By the end, you'll be empowered to navigate through data migration seamlessly.
Stage 01: Pre-initiate
Stage one is about getting ready for your data migration by identifying who'll be involved once it’s initiated.
1. Identify a Data Ambassador and Manual Creation Group
You should start having a think about who will be your dedicated Data Ambassador. As this person will be responsible for the data migration process, it's essential that the Data Ambassador doesn't have any other major project responsibilities outside of data migration. Additionally, a Manual Creation Group should be formed to handle pre-go-live creation of service agreements (SAs) and appointments. The Manual Creation Group should be staff familiar with your systems and ideally those that attend your Super User Training sessions, as this will empower them with the knowledge required.
Best practice: Choose an individual with a strong understanding of the existing data structure and business processes to act as the Data Ambassador.
Stage 02: Initiate
Stage two is where we'll run some explanatory workshops and start practising processes you'll need to apply to execute your data migration.
2. Introduction to Data Migration workshop
Your Lumary AH implementation team will conduct a workshop with you to provide an overview of the data migration process, including the action plan. This discussion will cover critical topics such as existing systems, timelines, dependencies of data, requirements and more. Resources, such as data migration templates (DMTs), a data migration instructions document and instructional videos, will be made available to work through.
Best practice: Take detailed notes during the call to ensure a clear understanding of the data migration process and next steps.
3. Practice copy paste cleanse (CPC)
Now that you have had your introduction and been given the tools for success, you should aim to have a practice run where you copy data from your sample extract CSVs into our Lumary AH DMTs. This exercise is great for becoming familiar with the data cleanup requirements and the templates, and understanding the data model transformation and more.
Best practice: Ensure data quality by thoroughly reviewing and cleansing the data before copying it into Lumary AH DMTs.
4. Review Existing Systems Migration workshop
Your Lumary AH implementation team will arrange a meeting with your Data Ambassador to gain a better understanding of your existing system. This step is particularly important if Lumary is unfamiliar with the current system.
Best practice: Collaborate closely to ensure a comprehensive understanding of the existing system's data structure, dependencies and limitations, and how they'll translate into Lumary AH.
5. Arrange extracts with existing system provider (ESP)
If you are unable to complete your own extracts in your existing system, you'll need to liaise with the relevant customer support team to arrange the extraction of data. Determine the level of involvement required from your customer support team and whether instructions or resources are needed to request the data, or if there may be an impact on timelines given the dependency on support.
Best practice: Clearly communicate the data extraction requirements to the ESP and ensure a clear understanding of the expected format and data fields needed for migration. Ensure you communicate any timeline impacts to your Lumary AH team.
6. Snapshot acquired for dry run
You or the support team from your ESP should provide a snapshot of the data for the upcoming dry run. A snapshot is just an extract at a given point in time. Lumary may review the snapshot at this stage to ensure its accuracy and completeness.
Best practice: Verify the integrity of the data snapshot provided by the ESP and resolve any discrepancies or missing data early in the process.
7. Create PROD Run Action Plan
Lumary will create a Production (PROD) Run Action Plan, including organising the PROD run snapshot date with either yourself or the ESP. This is crucial in effectively managing the cutover period between systems. Note that in this context, PROD simply means the version of the system that your team will be using in their day-to-day.
Best practice: Develop a detailed timeline, assigning specific responsibilities and setting milestones to ensure a smooth and well-coordinated PROD run.
Stage 03: Dry Run
Stage three is a dry run through your data migration. It involves testing your processes with smaller, manageable amounts of data.
8. Dry run CPC
Your Data Ambassador will now perform the copy paste cleanse (CPC) process. This will entail inputting your snapshot data (copy) into our data migration templates (paste) after you have ensured the validity of the data with regard to the new system (cleanse).
Best practice: Thoroughly review the CPC results, identifying and resolving any data inconsistencies or errors from within the existing system if possible.
9. Analysis and validation of CPC
Lumary's consultant will analyse and validate the results of the CPC process to ensure its accuracy.
Best practice: Leverage the expertise of your Lumary AH consultant. Ask us questions and we can help you to identify potential improvement areas and optimise your data migration process.
10. Dry run CPC review
Lumary will arrange a workshop to review and resolve any issues encountered during the CPC process.
Best practice: Maintain open lines of communication, promptly reporting any issues or concerns for timely resolution.
11. Attempt dry load
Now that your data is cleansed and in our data migration templates, your Lumary AH team will perform the data load process into the system.
Best practice: Before proceeding with the data load, ensure that the copy paste cleanse exercise has been completed thoroughly and accurately.
12. Review of results
Your Lumary AH team will assist in identifying any issues that may occur and provide guidance for resolving them as needed. If any load errors do occur during the dry run, you'll be responsible for resolving them independently in either the existing system or through the CPC process.
Best practice: Thoroughly review the load results and promptly address any errors or discrepancies to ensure data accuracy.
13. Reattempt loading with resolved load errors
Your Lumary AH team will reattempt loading of the resolved data errors from the previous step, ensuring successful migration of all data. If errors persist, we'll help you identify the cause and the solution to be actioned on your end prior to the final run.
Best practice: Keep track of the resolved errors and verify the successful migration of data during the reattempt.
14. User acceptance testing (UAT)
You'll need to perform user acceptance testing (UAT) of the data loaded during the dry run. This step involves validating the data in Lumary AH against your expected results. You won’t need to check every record, but we suggest a small subset that is both familiar and representative of your various services and clients.
Best practice: Define clear UAT steps and criteria to ensure comprehensive testing of the migrated data.
15. UAT review
If required, your Lumary AH team will address any issues raised during UAT and work with you to resolve them effectively.
Best practice: Collaborate closely to identify and resolve any data-related issues discovered during UAT.
Stage 04: Production
At stage four, you'll perform the migration of data from your legacy systems into your Lumary AH production environment.
16. Existing system cutoff
You'll need to block users from accessing the existing system to prevent data modifications during the transition to Lumary AH.
Best practice: Communicate the cutoff date clearly and in advance to all relevant stakeholders and ensure that no modifications are made to the existing system beyond this point.
17. ESP export of data for production run
Either yourself or the ESP will generate a final export of your data. This needs to be at a pre-planned time as per your PROD Run Action Plan.
Best practice: Validate the snapshot generated, ensuring it represents the most recent and accurate data.
18. PROD CPC
You'll perform a final copy paste cleanse (CPC) process of your data into our data migration templates.
Best practice: Double-check the CPC process against issues identified in the dry run to avoid repeats.
19. PROD load
Your Lumary AH team will perform the data load process, migrating your data into your Lumary AH environment.
Best practice: Execute the data load during a low-traffic period to minimise disruption.
20. PROD data migration review
Your Lumary AH team will arrange a meeting to collaboratively address and resolve any load errors that were encountered during the PROD run.
Best practice: Maintain open and frequent communication, providing all necessary information to expedite error resolution.
21. PROD client UAT
You'll perform user acceptance testing (UAT) in the PROD environment to validate the migrated data. This should again be a subset of records that are representative of your typical range of services and clients.
Best practice: Follow a structured UAT process and involve key stakeholders to ensure thorough testing and sign-off.
22. PROD manual data creation
You and your Manual Creation Group will now need to create any manual data within Lumary AH, such as service agreements (SAs) and appointments.
Best practice: Ensure that manual data creation aligns with the agreed-upon data standards and processes.
Congratulations, it's time to go live on Lumary AH! You and your team are now empowered to deliver better wellbeing through improved technology.
Best practice: Communicate the go-live date to your team ahead of time, ensure they are aware who your newly trained super users are and provide support to them during this initial transition period.
In this guide, we've walked you through the entire data migration process for Lumary AH, from pre-initiation to go-live. By following the step-by-step action plan and implementing best practices throughout, you can ensure a successful and seamless data migration. Remember to leverage our available resources, such as data migration templates (DMTs), instructional videos and ongoing support from Lumary. Good luck, we're here to help!