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Data Conversion pre-assessment
Methodology Overview
Introduction
The purpose of the Data Conversion pre-assessment Methodology (DCpM) is to
provide a framework to assess the effort required to move data from one source
to another, and develop a recommended approach for doing so. The DCpM is
designed to be executed once a high level business scope, consisting of strategic
business drivers and key capabilities, has been established. The methodology results
in a Recommended Data Conversion Approach, and Rough Order of Magnitude
(ROM) Estimate.
Within the methodology, you will find the framework which outlines the phases of
the methodology, the deliverables including a deliverable flow diagram, the
roles/team structure recommended to execute the methodology, and the templates
required to support the methodology.
It is important to note that this Methodology is not a replacement for the Delivery
Methodology Roadmap (aka Placemat) but instead, a supplement to the Delivery
Methodology Roadmap.
Background
Conversion is the process by which data, related to business functionality, is
transitioned from legacy systems to a target system. Most projects, either strategic
or tactical, have some data conversion related effort. Project success is largely
dependent upon accurate and timely data. Data conversion efforts are typically
significant, and can largely impact estimates and implementation timeframes.
The Data Conversion pre-assessment Methodology is a repeatable process that can
be utilized to develop a recommended approach and estimate for data conversion
efforts. The advantage of using this methodology is to:
Develop an understanding of the complexity, volume, and cleansing required
to convert data upfront before budget and timelines are established
Increase the speed of data conversion projects by delivering a recommended
data conversion approach to the project team
Improve the overall success of data conversion efforts
It is expected that this Methodology can be executed in as little as 90 days assuming
that business drivers and capabilities are understood. Some things that affect the
overall approach and timeline include:
The volatility of the high level business drivers/requirements and capabilities
Having an estimating model/tool and approach defined prior to executing the
methodology
Having experienced data conversion resources available
Subject to the availability of SME
The degree for which the target solution can be identified
The level of complexity of the assessment: number of systems and data
elements in scope
Navigating the Methodology Website
The methodology has been laid out into the following sections for easy use.
Methodology Framework: Outlines the phases of the methodology. The
following topics are covered per phase:
Phase Overview
Key Considerations
Inputs
Outputs
Participants
Key Activities
Deliverables
Deliverables: Includes the deliverables per phase as well as a deliverable
flow diagram.
Roles / Team: Contains the team roles and responsibilites.
Templates: Allows customization of templates which can be used within the
appropriate phase.
Other Resources
Executive Summary - clicking the link will launch Powerpoint. Click the [Esc] key
to exit the presentation.
Print HTM Manual - clicking the link will open a new browser window formatted
for printing. Click the print button to print.
SVoC Data Conversion Project Example - clicking the link will display information
about the SVoC project.
If you have questions regarding this content, contact Ed Janezich, (651) 310-7836.
Travelers All Rights Reserved
Last Updated: October 10, 2007
Methodology Framework
Data Conversion pre-assessment Methodology
The Data Conversion pre-assessment Methodology consists of four phases:
1) Project Planning and Kick off 2) As-Is Assessment 3) Develop Conversion
Recommendations 4) Estimating and Work Planning
Methodology Overview
The purpose of this methodology is to deepen the understanding of the complexity
required to convert data from one source to another, increase the speed of data
conversion efforts by establishing a recommended data conversion approach, and
improve the overall success of data conversion efforts.
Key Success Factors
Receiving business drivers, key capabilities, target solution, and business
implementation scenarios in a timely manner from the team that is responsible
for defining the application solution
Having an estimating model/tool and approach defined prior to executing the
methodology
Input
Definition of business drivers, key capabilities, target solution, and business
implementation scenarios
Output
As-Is Conclusions
Recommended Data Conversion Approach
Rough Order of Magnitude (ROM) Estimate for that Approach
Work Plan for End to End Conversion including the detail for Initiation
Phase 1: Project Planning and Kick off
Phase Overview
In Project Planning and Kick off, you will define the scope of the data conversion
effort based on the known business drivers and key capabilities. Scope may include
the number of business units impacted, the business processes affected, the known
data sources as well as the specific entities and associated attributes. Entities are a
way to organize and categorize data elements or attributes. Attributes are the details
of an entity. For example, a customer may be considered an entity. The name,
address, and phone number are possible attributes of that customer entity. It is also
important to document what is considered out of scope for the estimate. An
example may be: data synchronization is out of scope.
Next, you will establish a clear understanding of the estimate outcomes. Based on
the project objectives and scope, you will define measurable targets and metrics.
Keep in mind your efforts are being used for estimating purposes so the information
is at a relatively high level. First you will establish the high level categories that will
drive the estimate. Standard high level targets typically include complexity, volume
and data quality categories.
Complexity metrics typically include the number of user interfaces that
Create, Read, Update or Delete (CRUD). Other complexity metrics include
number of system and business rules, number of reusable components
available for (Extract, Transform, and Load) as well as data model
differences.
Volume metrics typically include number of records to convert as well as a
count of identified in scope entities.
Data quality metrics includes number of duplicates or missing data.
Third, you will define the approach the data conversion team uses to obtain those
measurable targets and metrics. At this time, the approach is high level in nature.
Based on a basic understanding of the project, you may decide to review existing
documentation then identify information gaps. To fill the as-is information gaps,
you may gather the remaining needed information via workshops, interviews or
surveys. The approach is further refined when more details are known. Lastly, the
team will be mobilized. To be productive, all team members need to understand the
data conversion pre-assessment methodology. Educating team members on the
DCpM specifics is important. Conducting periodic educational sessions on DCpM
throughout the process may be beneficial. Understanding individual roles and
responsibilities is critical so that everyone is comfortable with expectations and
work efforts. Together the team develops the upcoming task schedule. Estimating
projects are typically shorter in duration (1-3 months) because high level
information is being used to populate the estimation tool. At the end of this phase,
the business sponsor understands and agrees with the approach and planned
deliverables.
If a Customer Data Integration (CDI) is proposed as the targeted solution, then the
team needs to understand how a CDI solution impacts the methodology. CDI
information is available for educating team members.
Key Considerations
If experienced ‘data conversion’ resources are not available, the Data
Conversion Lead will need to transfer her knowledge of the methodology and
approach to all team members.
In the event that you don’t have targeted solutions or business implementation
scenarios, you may begin this phase, however they must be available for
Develop Conversion Recommendations.
Input
Business drivers & key capabilities
Targeted Solution
Business Implementation Scenarios
Output
Mobilized team with a clear scope, approach and plan for execution.
Participants
Data Conversion Lead (DC)
Business Lead
IT Lead
Key Activities
Identify in scope source systems, entities, attributes
Establish stakeholder relationships
Document summary level estimation metrics such as complexity, volume and
cleanup
Gain agreement on the scope/summary level metrics of the estimate
Plan high level activities needed to obtain estimation metrics
Understand team interdependencies
Identify Business and IT owners
Develop work breakdown structure
Document project details such as file storage and tools used
Engage team members, communicate roles & responsibilities
Deliverables
1. Project Charter
2. Assumptions
3. Estimating Targets and Metrics
4. Approach
5. Dependencies
6. Assigned Business and IT owners
7. Project Schedule
8. Project Plan
9. Resource Plan
10. Project Kick off
1) Project Planning and Kick off 2) As-Is Assessment 3) Develop Conversion
Recommendations 4) Estimating and Work Planning
Phase 2: As-Is Assessment
Phase Overview
In the As-Is Assessment phase, you will be collecting the necessary factors that are
required to populate your estimation targets and metrics. Understanding the current
state of data enables you to estimate the effort needed to realize the targeted
solution. To gather the data, you will further define the methods and tools which
will be used to collect the current state information. Methods are ways that you will
collect the data like interviews, surveys and workshops. The tools are the excel
worksheets or templates that are used to store the collected data. During this phase,
the approach is further detailed out. Specific tasks are assigned to the business and
technical teams with interdependencies identified and timelines. Since the business
and technical teams are both obtaining information, it is critical to have good
communication to ensure that no duplication of efforts is occurring.
Based on the refined approach, the data collection activities are performed. It is a
good idea to determine if existing documentation can be used. Keep in mind that
existing documentation needs to be relevant and current. Understanding how people
feel about the project is important as you engage them in collecting the information.
Typically data and system assessments are completed by the respective team.
The business team tends to gather information around:
Business definitions of the in scope data entities and attributes
User interfaces that create, read, update and delete and corresponding
business rules
The technical team gathers information in the system assessment around:
System overviews and purpose
Database enforced rules are also documented because data can be entered
outside of the user interfaces via some type of batch process
Database models, data flow, and technical architecture There usually is no
mapping of the user interface fields to the database fields.
All team members need to be able to articulate the purpose of the phase as well as
the overall project objectives. Also maintaining the defined scope can be
challenging as you learn more about the current environment. After synthesizing the
data, validate the information for accuracy.
The last step in this phase is to draw conclusions. The discovered detailed pain
points and opportunities ought to map back to the project’s overall objectives. Note
that the conclusions do not communicate future state only present state situations.
The estimating targets and metrics factors represent the conclusions. Upon
completion of this phase, the team synergies are in motion. Affirmation and
refinement of all project planning deliverables should occur during each phase of
the methodology.
Key Considerations
Project schedule will be subject to the availability of Subject Matter Experts
Affirmation and refinement of ALL project planning deliverables should
occur during each phase of the methodology
Affirmation of right resources engaged
Input
Project Planning & Kick off Deliverables
Output
Documented information needed to satisfy estimating requirements
Common understanding of current state
Participants
Data Conversion, Business, and IT Leads
Business Analysts
Technical Analysts
Key Activities
Review Planning Deliverables
Refine approach
Customize templates
Schedule Info Gathering Sessions
Conduct Information Gathering
Document Findings
Analyze & synthesize data
Deliverables
1. Methods
2. Business Data Assessment Method (s)
3. Business Data Assessment Documentation Template
4. IT Source Sys Assessment Method (s)
5. IT Source Sys Assessment Documentation Template
6. Completed Data Assessment (s)
7. Completed Source System Assessment (s)
8. As-Is Conclusions
9. Updated Estimating Targets & Metrics
1) Project Planning and Kick off 2) As-Is Assessment 3) Develop Conversion
Recommendations 4) Estimating and Work Planning
Phase 3: Develop Conversion Recommendations
Phase Overview
In the Develop Conversion Recommendations phase, you will review the As-Is
assessment conclusions and estimating metrics against the identified targeted
solution. Working with the application team, you need to understand what
implementation scenarios are being proposed as well as the expected business
benefits.
An implementation scenario needs to detail the release plan with timings. For
example, let’s assume there are three releases for this one implementation scenario.
The stated business benefit for this implementation scenario is: increased
productivity and data sharing capabilities. Release one proposes that four business
unit processes will be changed as a result of the in scope data entities moving from
source system 2 to the targeted source. Data synchronization is expected in real
time. Release 1 is expected to occur within a 3 month time frame. The second
release proposes that all other business unit processes will be impacted. At this time,
the targeted source becomes the system of record. Release 2 is expected to occur
within a 6 month time frame. The third proposed release provides finalized clean up
efforts with source system 2 being sunsetted within a 3 month window. Once the
implementation scenarios are clearly understood, the data conversion team
collectively outlines possible conversion options. Because the collected as-is data is
high level, assumptions are documented as the team works through possible
conversion options. The data conversion team needs to respond to every
implementation scenario with at least one data conversion option. Using the
example above, the data conversion team may determine that one viable option is to
move all data over at the same time with synchronization occurring for only the
release 1 business units.
The next step, detail options, allows the conversion team to further analyze and
refine the conversion options. Based on the findings and deliberations, a
recommendation(s) is proposed. Present the recommendation(s) to the application
team in a timely manner so that you can make any final necessary adjustments. The
stakeholders need to be in agreement upon what option(s) will be estimated.
Affirmation and refinement of all project planning deliverables should occur during
each phase of the methodology.
Key Considerations
Receiving target solution, and business implementation scenarios in a timely
manner from the team that is responsible for defining the application solution
Defining data conversion options is critical to success. Knowledgeable
resources are required
The business implementation scenarios establish the overall target dates.
Affirmation and refinement of ALL project planning deliverables should
occur during each phase of the methodology
Input
Target solution & business implementation scenarios as well as completed
documentation from As-Is Assessment
Output
Documented options and implications
Recommendation
Participants
Data Conversion, Business, and IT Leads
Business Analysts
Technical Analysts
Key Activities
Review As-Is Conclusions
Consider Estimation Targets & Metrics
Understand Implementation Scenarios
Brainstorm potential options
Validate options with broader audience
Formulate options to match Implementation Scenarios
Research options
Enhance options with detailed information
Prioritize options understanding pros & cons of each
Analyze options
Identify data cleansing opportunities
Prepare recommendations
Communicate recommendations to stakeholders
Deliverables
1. Option Description Documents
2. Completed Option Details
3. Completed Recommendation
1) Project Planning and Kick off 2) As-Is Assessment 3) Develop Conversion
Options 4) Estimating and Work Planning
Phase 4: Estimating and Work Planning
Phase Overview
In the Estimating and Work Planning phase, first you will refine key assumptions.
This will help you determine what level of contingency to plan for. The more
ambiguity and unknowns will tend to produce higher contingency plans. Next you
will reexamine the scope ensuring that it aligns to the project objectives and meets
the implementation scenarios. When scope has been clarified, you will enter the
estimating factors into the estimation tool. As you compare this project to others,
you will gain further insight into the unique factors that impact the estimates. If the
team is inexperienced, it is valuable to leverage and work with other data
conversion experts. Fine tune the estimate so that all conversion variables are
accounted for.
Lastly, the estimation tool will generate the summary and work plan for the
conversion efforts. The work plan details only the initiation phase of the project
with the remaining phases budgeted and time boxed at a high level. Based on the
defined scope, implementation approach and recommended conversion option, you
now are able to articulate cost, timing and resources needed for a possible data
conversion project. You can present this information to the stakeholders to
determine if you have a go or no go to proceed.
Key Considerations
Having a sophisticated estimating tool will greatly enhance the quality of the
estimate and work plan that is produced.
Experienced resources will also enhance the accuracy of the estimate. Having
the background to draw from similar experience and projects is desirable.
Input
Valid recommendation(s) & completed estimating target & metrics
Output
Completed estimate(s) with work plan (Schedule, Resource Plan, Staffing Model)
Participants
Data Conversion, Business, and IT Leads
Business Analysts
Technical Analysts
Key Activities
Walk through options
Confirm key assumptions
Validate scope
Communicate scope to team
Enter estimating factors in tool
Create a preliminary summary and work plan
Review the estimate
Validate assumptions and inputs are correct
Obtain other project information similar to this project
Connect with experts to collaborate on estimates
Generate the summary
Validate information
Rerun tool if necessary
Generate the work plan
Validate information and make necessary changes
Deliverables
1. Assumptions
2. Estimating Detail
3. Estimating Summary
4. Work Plan (Schedule, Resource Plan, Staffing Model)
1) Project Planning and Kick off 2) As-Is Assessment 3) Develop Conversion
Recommendations 4) Estimating and Work Planning
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Last Updated: October 10, 2007
Deliverables
Below is the deliverable flow diagram. It shows the relationships between
deliverables throughout the entire methodology. For each phase, the deliverable and
short description is available for further clarification. NOTE: All deliverables do not
correspond to a template. If a template is available for the deliverable, then the text
will be hyperlinked to that template.
[Phase 2: As-Is
[Phase 1: Project
Assessment]
Planning and Kick off]
1. Methods
1. Project Charter This deliverable highlights the
This deliverable documents methods that will be used to
the project scope, objectives gather the As-Is
and team members. The documentation. Types of
project charter can change methods used could be
during the project life cycle. surveys, interviews,
2. Estimation Targets and workshops, meetings or
Metrics shadowing.
This deliverable stores the 2. Data Assessment Method(s)
summary level complexity, This deliverable documents
volume, data quality,and the data assessments methods.
cleansing estimation targets 3. Data Assessment
and metrics. Documentation Template
3. Approach This deliverable is the
This deliverable documents template for the data
the high level steps that will assessment.
be implemented to achieve the 4. Source Sys Assessment
estimation targets and metrics. Method(s)
4. Dependencies This deliverable is specific to
This deliverable documents what technical methods will
the external project be utilized.
dependencies as well as 5. Source Sys Assessment
internal project dependencies. Documentation Template
5. Project Schedule This deliverable is the
This deliverable contains the template for the source system
work break down structure assessment.
listing the project phases, 6. Completed Data
tasks, owners, duration and Assessment(s)
task dependencies. The project This deliverable has all the
schedule is refined during the data that the business team
project life cycle. has been collecting during this
6. Project Plan phase.
This deliverable documents 7. Completed Source System
how the project will be Assessment(s)
conducted and controlled. This deliverable has all the
Project plans can be high data that the technical team
level or detailed based on has been collecting during this
project needs. phase.
7. Resource Plan 8. As-Is Conclusions
8. As-Is Conclusions
This deliverable details the This deliverable addresses the
number of resources and skills conclusions based on the
needed to successfully detailed As-Is findings. The
manage the project. conclusions are an input to the
8. Project Kick-Off Presentation next phase, develop
This powerpoint presentation conversion recommendations.
is presented during the project 9. Update Estimating Targets &
team's kick off meeting. Metrics
Project objectives, overview This deliverable reflects any
and milestones are changes made to the targets or
communicated during this metrics based on the data
team building event. collected.
[Phase 3: Develop [Phase 4: Estimating
Conversion and Work Planning]
Recommendations]
1. Assumptions
1. Option Description This deliverable clearly
Documents articulates the assumptions
This deliverable stores the that are in play with the
options that are a result of the various options.
brainstorming and validation 2. Estimating Detail
of potential options. This deliverable details
2. Completed Option Details potential options at a level
This deliverable explicitly that clarifies effort.
details the options that have 3. Estimating Summary
been deemed worthy of This deliverable is a
further thought. completed summary of the
3. Completed Recommendation estimation worksheet.
This deliverable describes the 4. Work Plan (Schedule,
recommendation(s) with the Resource Plan, Staffing
proposed team Model)
recommendation based on the This deliverable contains the
implementation solution and work breakdown structure, the
approach. resource plan and staffing
model.
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Last Updated: October 4, 2007
Roles / Team
Below are the various roles that comprise a data conversion team. Based on the
effort, an individual may satisfy more than one role.
Role Responsibilities
Assist the Business Lead
Provide business expertise for the area in scope
Business Ownership of the delivery of the following documents:
Analyst Data Assessment Method(s), Data Assessment Template(s),
Estimate Detail
Assist the Data Conversion Lead
Provide leadership for all Business Analysts assigned to the
project.
Ownership of the delivery of the following documents:
Data Assessment Approach, Data Assessment, As-Is
Business Lead Conclusions
Drive the Data Assessment Approach and facilitate the
Methods by which the Data Assessment will be completed
Coordinate As-Is Conclusions
Coordinate interactions with business Subject Matter
Experts
Provide leadership, expertise, and training to ensure that
staff is knowledgeable in the DCpM and solution options
Ownership of the delivery of the following documents:
Data Project Charter, Project Plan, Project Schedule, Resource
Plan, Estimating Targets & Metrics, Dependencies, Data
Conversion
Lead Conversion Recommendation, Estimate Summary, Work
Plan
Management of all Project Management related activities,
including Dependency Management
Assist the Data Conversion Lead
Provide leadership for all Technical Analysts assigned to
the project
Ownership of the delivery of the following documents:
Source System Assessment Approach, Source System
Assessment, Data Conversion Option(s)
IT Lead Drive the Source System Assessment and facilitate the
Methods by which the Source System Assessment will be
completed
Coordinate the effort to identify data conversion option(s),
further analyze their viability, and prioritize them as needed
Coordinate interactions with IT Subject Matter Experts
Subject Matter Upon request, provide expertise (either business or IT) to
Experts the Data Conversion team
Assist the IT Lead
Provide technical expertise for the area in scope
Technical Ownership of the delivery of the following documents:
Analyst Source System Assessment Method(s), Source System
Assessment Template(s), Estimate Detail
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Last Updated: October 4, 2007
