Initially, QR will review the data source for any data anomalies. These anomalies are items such as orphan records that may cause errors during the conversion process. For phases where the data source will be Hansen V7, QR uses a custom developed tool that will review the V7 database and provide a detailed report outlining these items. Depending upon the results, cleanup may be a collaborative effort between QR and the Agency.
For every data source that will be converted into IPS, each table and column will be mapped to its corresponding table and column. For those modules where the data source is Hansen V7, QR has already mapped the data from V7 to IPS. These mappings have been used to successfully convert data to IPS for multiple clients for over eight years. QR will provide to the Agency a Data Control Document (DCD) which will detail the default data mappings from the source database to the IPS database.
Once data has been mapped from the data source to IPS, this information is used to create a conversion XML document. QR uses a custom developed tool that will read these XML documents and will select data from the data source, and insert the data into the appropriate table(s) in IPS.
QR will run several instances of the data conversion; including an initial sample conversion; a full test conversion; and, if necessary, a second full conversion prior to the Go-Live conversion. This will ensure that data is mapped as the Agency desires. Other conversions may be deemed necessary by QR or the Agency. The sample conversion is provided to allow the Agency to review the IPS application with a sampling of their data, while the test conversions are intended to serve as a “clean” instance with any and all errors or issues documented and provided to the Agency. After all conversions (excluding the sample conversion), a list of any data or application anomalies will be compiled and provided to the Agency. QR will work with the Agency to review these anomalies and identify resolutions to each item.
At the time of Go-Live, QR will require that the current “live” system be shut down for a period of time to allow the conversion to be run. The date and time that the system will be shut down will be determined by the Agency and QR, depending on factors such as client business needs and length of time to complete conversion. During this time, the Agency will only have read access to the system, and must have an alternative method to record work. In an effort to minimize the effect of this shutdown on client business, QR will work with the Agency staff to put a process into place by which client business will continue to operate. Once the IPS system is up and running in a live scenario, any business transactions that occurred during the shutdown period will be entered into the live IPS system. A typical cutover for clients is two business days and the weekend allowing for minimal time to be offline.
At the pre-determined “shutdown” time, all client business on the current system should cease, and the Agency will create a backup of the live system to be provided to QR. This backup will be used as the data source for conversion purposes. QR will run the conversion and perform an internal QA, then provide the converted data (and application if necessary) back to the Agency. QR will also provide the Agency with a final DCD at this time which will include any custom mapping created during the project.