<PROJECT NAME> DATA CONVERSION PLAN

Version <1.0> <mm/dd/yyyy>

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<Project Name>

VERSION HISTORY
[Provide information on ho the development and distri!"tion of the Data #onversion Plan "p to the final point of approval as controlled and trac$ed. %se the ta!le !elo to provide the version n"m!er& the a"thor implementin' the version& the date of the version& the name of the person approvin' the version& the date that partic"lar version as approved& and a !rief description of the reason for creatin' the revised version.]
Version # 1.0 Implemented By <("thor name> Revision D te <mm/dd/yyyy > Approved By <name> Approv l D te <mm/dd/yyyy> Re son

<reason>

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Note to the Author

[)his doc"ment is a template of a Data #onversion Plan doc"ment for a pro*ect. Data conversion is an e+tremely dynamic process. )his doc"ment can not !e detailed eno"'h to address all the potential varia!les one m"st consider hen performin' a data conversion, therefore the final determination of items addressed !y this plan are left to the discretion of the pro*ect mana'er and the inte'rated pro*ect team. )he template incl"des instr"ctions to the a"thor& !oilerplate te+t& and fields that sho"ld !e replaced ith the val"es specific to the pro*ect. -l"e italici.ed te+t enclosed in s/"are !rac$ets ([te+t]) provides instr"ctions to the doc"ment a"thor& or descri!es the intent& ass"mptions and conte+t for content incl"ded in this doc"ment. -l"e italici.ed te+t enclosed in an'le !rac$ets (<te+t>) indicates a field that sho"ld !e replaced ith information specific to a partic"lar pro*ect. )e+t and ta!les in !lac$ are provided as !oilerplate e+amples of ordin' and formats that may !e "sed or modified as appropriate to a specific pro*ect. )hese are offered only as s"''estions to assist in developin' pro*ect doc"ments, they are not mandatory formats.

0hen "sin' this template for yo"r pro*ect doc"ment& it is recommended that yo" follo these steps1 1. 2eplace all te+t enclosed in an'le !rac$ets (i.e.& <Pro*ect 3ame>) ith the correct field val"es. )hese an'le !rac$ets appear in !oth the !ody of the doc"ment and in headers and footers. )o c"stomi.e fields in 4icrosoft 0ord ( hich display a 'ray !ac$'ro"nd hen selected)1 a. 5elect 6ile>Properties>5"mmary and fill in the )itle field ith the Doc"ment 3ame and the 5"!*ect field ith the Pro*ect 3ame. !. 5elect 6ile>Properties>#"stom and fill in the 7ast 4odified& 5tat"s& and 8ersion fields ith the appropriate information for this doc"ment. c. (fter yo" clic$ 9: to close the dialo' !o+& "pdate the fields thro"'ho"t the doc"ment ith these val"es !y selectin' ;dit>5elect (ll (or #trl<() and pressin' 6=. 9r yo" can "pdate an individ"al field !y clic$in' on it and pressin' 6=. )his m"st !e done separately for >eaders and 6ooters.

?. 4odify !oilerplate te+t as appropriate to the specific pro*ect. @. )o add any ne sections to the doc"ment& ens"re that the appropriate header and !ody te+t styles are maintained. 5tyles "sed for the 5ection >eadin's are >eadin' 1& >eadin' ? and >eadin' @. 5tyle "sed for !oilerplate te+t is -ody )e+t. A. )o "pdate the )a!le of #ontents& ri'ht<clic$ and select B%pdate fieldC and choose the option< B%pdate entire ta!leC D. -efore s"!mission of the first draft of this doc"ment& delete this B3otes to the ("thorC pa'e and all instr"ctions to the a"thor& hich appear thro"'ho"t the doc"ment as !l"e italici.ed te+t enclosed in s/"are !rac$ets.]

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<Project Name>

TABLE O! CONTENTS
1 INTRODUCTION......................................................................................................................5 2 DATA CONVERSION STRATEGY........................................................................................6 3 DATA CONVERSION PREPARATION.................................................................................9 4 DATA CONVERSION SPECIFICATIONS..........................................................................10 APPENDIX A: DATA CONVERSION PLAN APPROVAL................................................12 APPENDIX B: REFERENCES.................................................................................................13 APPENDIX C: KEY TER S....................................................................................................14

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" INTROD#CTION
1.1 P#RPOSE O! DATA CONVERSION PLAN [Descri!e the p"rpose of the Data #onversion Plan Provide f"ll identifyin' information for the a"tomated system& application& or sit"ation for hich the Data #onversion Plan applies& incl"din' as applica!le& identifications n"m!er(s)& title(s)/name(s)& a!!reviation(s)/acronym(s)& part n"m!er(s)& version n"m!er(s)& and release n"m!er(s). 5"mmari.e the p"rpose of the doc"ment& the scope of activities that res"lted in its development& the intended a"dience for the doc"ment& and e+pected evol"tion of the doc"ment. (lso descri!e any sec"rity or privacy considerations associated ith "se of the Data #onversion Plan.] This Data Conversion Plan descri es the strateg!" preparation" and specifications for converting data from #so$rce s!stem(s) to the #target s!stem(s) or %ithin an e&isting s!stem'. This plan descri es the overall approach" ass$mptions" and processes that %ill e $sed in the data conversion. (t incl$des an inventor! and cross reference of so$rce and target data elements" schema" metadata and all self)descri ing files* process for data e&traction" transformation and loading for each data so$rce* tools needed to e&ec$te the conversion* and strateg! for data +$alit! ass$rance and control. The intended a$dience of the <Pro*ect 3ame> Data Conversion Plan is the ,$siness -ponsor and the (ntegrated Pro.ect Team. 1.2 1.3 DATA CONVERSION OB$ECTIVES [Descri!e o!*ectives of the Data #onversion Plan.] [Insert description of the first o!*ective.] [Insert description of the second o!*ective.] [(dd additional !"llets as necessary] ASS#%PTIONS This section identifies the statements elieved to e tr$e for the Data Conversion Plan. [Descri!e any ass"mptions or dependencies re'ardin' the data conversion effort. )hese may concern s"ch iss"es as1 related soft are or hard are& operatin' systems& end<"ser characteristics& and/or the data that m"st !e availa!le for the conversion.] [Insert description of the first ass"mption.] [Insert description of the second ass"mption. [(dd additional !"llets as necessary]

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1.4

CONSTRAINTS This section identifies an! limitation that m$st e ta0en into consideration prior to the Data Conversion from the old to the ne% prod$ct or (T s!stem. [Descri!e any limitations or constraints that have a si'nificant impact on the data conversion effort. 5"ch constraints may !e imposed !y any of the follo in' (the list is not e+ha"stive)1 a) >ard are or soft are environment !) ;nd<"ser environment (e.'.& "ser or$ and delivery sched"les& timeframes for reports& etc.) c) (vaila!ility of reso"rces d) Interopera!ility re/"irements (e.'.& the order that data is processed !y each system involved in the conversion) e) Interface/protocol re/"irements f) Data repository and distri!"tion re/"irements (e.'.& vol"me considerations& s"ch as the si.e of the data!ase and amo"nt of data to !e converted, the n"m!er of reads and the time re/"ired for conversions) ') 2eferential data inte'rity h) )ime allo ed to complete the conversion process i) 5ec"rity 2e/"irements] [Insert description of the first constraint.] [Insert description of the second constraint.] [(dd additional !"llets as necessary] RIS&S [Descri!e any ris$s associated ith the data conversion and proposed miti'ation strate'ies. Incl"de any ris$s that co"ld affect conversion feasi!ility& technical performance of the converted system& the conversion sched"le& costs& !ac$"p and recovery proced"res& etc.] [Insert description of the first ris$.] [Insert description of the second ris$.] [(dd additional !"llets as necessary]

1.5

' DATA CONVERSION STRATE(Y

2.1 CONVERSION SCOPE [Provide a rationale for the conversion and a 'eneral description of the !o"ndaries of the data conversion effort. )his may incl"de& !"t not !e limited to& specific system f"nctions affected and f"nctions/data not affected/converted. Provide a hi'h<level mappin' of the data and data types to !e converted or mi'rated to the ne system (e.'.& the amo"nt& type& and /"ality of the data, the ori'inal and tar'et so"rces and formats, and any cross<reference comple+ities.)] 2.2 CONVERSION APPROACH [Descri!e the approach that ill !e "sed to e+tract& transform/cleanse and load data from the so"rce to tar'et destinations d"rin' the conversion/mi'ration
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process. )he follo in' sho"ld !e considered and addressed in this section and/or appropriate s"!sections& if applica!le1 Identify if the conversion process ill !e implemented in phases or sta'es& and if so& identify hich components ill "nder'o conversion in each phase. Identify hat data related to specific !"siness processes ill !e converted first. 2.3 Descri!e any a"tomated data conversion tools that ill !e "sed (e.'.& ;+tract& )ransform& and 7oad (;)7) tools). Identify and descri!e any part of the conversion process that ill !e performed man"ally. Identify and descri!e any c"stom<developed conversion pro'rams that ill !e needed& and associated performance t"nin'. Identify criteria for a Eo/3o<Eo decision. Identify staffin' approach. Identify if parallel r"ns of the old and ne systems ill !e necessary d"rin' the conversion process& or if there ill !e a one<time c"t<over to the ne system. Identify hether data availa!ility and "se sho"ld !e limited d"rin' the conversion process. Descri!e sec"rity and privacy controls re/"ired for the conversion process. Descri!e the disposition of o!solete or "n"sed data that is not converted Identify the retention policy for the data that has !een converted in case of fall< !ac$ and have to rer"n the conversion process. #onsider 3(2( retention policies...] ROLES AND RESPONSIBILITIES [7ist all sta$eholders and doc"ment their roles and responsi!ilities in the conversion process.] 2.4 CONVERSION SCHED#LE [Provide a sched"le of conversion activities to !e accomplished in accordance ith this Data #onversion Plan. 5ho the re/"ired tas$s in chronolo'ical order& ith !e'innin' and endin' dates of each tas$& the $ey person(s) responsi!le for the tas$& dependencies& and milestones. If appropriate& ta!les and/or 'raphics may !e "sed to present the sched"le. ;ns"re that this information is appropriately inte'rated into the overall pro*ect sched"le. )he sched"le sho"ld !e as comprehensive as possi!le, ho ever& the sched"le may !e revised as needed at later points in the lifecycle. 2ather than providin' this sched"le in the ta!le !elo & the sched"le may !e added as an (ppendi+ and may !e developed in a pro*ect mana'ement tool.]

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T s) # #tas0 3'

T s) Des*ription #tas0 description'

Be+in D te #mm4dd4!!'

Table 1 Conversion Sche ule End D te &ey Person,sResponsi.le #mm4dd4!!' #name(s)'

Dependen*ies #tas0 3(s)'

%ilestone #5es46o'

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2.5

DATA /#ALITY ASS#RANCE AND CONTROL [Identify the types of data /"ality pro!lems that may occ"r& incl"din' !"t not limited to the follo in' considerations1 data type redefinitions (e.'.& alphas in dates and n"m!ers& em!edded information in codes and intelli'ent $eys& implied content), 'ar!led content (e.'.& m"ltiple "ses for a sin'le field& freeform te+t val"es& corr"pted data& "n<initiali.ed data), invalid record relationships (e.'.& !ro$en chains in set relationships& orphan records (on nat"ral $ey)& mismatched $eys (set vs. nat"ral $ey)), invalid content (e.'.& val"es o"t of defined ran'e& code fields not on a valid list of val"es or loo$"p ta!le& !lan$ fields (optionality)& inconsistent "se of defa"lts), conte+t chan'es (e.'.& import of e+ternal data& historic chan'es to operational parameters (system "p'rades)& synchroni.ation timin' of d"plicated denormali.ed data), and !ehavior iss"es (e.'.& variations in act"al data from planned constraints of si.e& data type& validation r"les& and relationships). Descri!e the strate'y to !e "sed to ens"re data /"ality !efore and after all data conversions. (lso descri!e the approach to data scr"!!in' and /"ality assessment of data !efore they are moved to the ne or converted system. Descri!e the man"al and/or a"tomated controls and methods to !e "sed to validate the conversion and to ens"re that all data intended for conversion have !een converted. Descri!e the process for data error detection and correction& and the process for resolvin' anomalies.]

0 DATA CONVERSION PREPARATION

3.1 PRERE/#ISITES [Descri!e all preparatory and/or initiation processes that m"st !e completed prior to data conversion. Descri!e specific data preparation re/"irements. If the data ill !e transported from the ori'inal system& provide a detailed description of the data handlin'& conversion& and loadin' proced"res. If the data ill !e transported "sin' machine<reada!le media& descri!e the characteristics of that media. Identify any s"pport materials needed for the conversion process.] 3.2 BAC&#P STRATE(Y [Descri!e ho the so"rce and tar'et data !aselines ill !e created and mana'ed prior to any manip"lation or mi'ration. (lso descri!e !ac$"ps that may occ"r incrementally hile steppin' thro"'h the process of preparin'& movin'& and manip"latin' the data d"rin' conversion.] 3.3 RESTORE PROCESS [Descri!e the process to restore the so"rce data if the need to revert to a previo"s !ac$<"p is identified at any point d"rin' the conversion process.]

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<Project Name>

1 DATA CONVERSION SPECI!ICATIONS

[Provide a cross reference of the inp"t (so"rce) data that is to !e converted to the res"ltant o"tp"t (tar'et) data. (lso identify if any of the data are derived from other data. Provide transformation/cleansin' r"les for each data element and any other additional considerations. )ransformation and cleansin' r"les may incl"de& !"t not limited to& the follo in'1 )ranslation of literal val"e(s) to literal val"e(s) Defa"lt n"ll to literal val"e ;mpty field processin' (i.e.& n"ll to space or space to n"ll) 6orm"las (i.e.& simple e/"ations and mathematical e+pressions)]

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Table ! "ata Conversion S#eci$ications So2r*e D t Element <5o"rce Data ;lement Identifier (e.'.& 553)> T r+et D t Element <)ar'et Data ;lement Identifier (e.'.& 4em!er ID)> Tr ns3orm tion4 Cle nsin+ R2les <Descri!e data transformation that is to occ"r& incl"din' any data cleansin'.>

So2r*e <5o"rce 7ocation (e.'.& 5ystem/6ile/ Data!ase )a!le& etc.>

Destin tion <)ar'et 7ocation (e.'.& Data!ase )a!le)>

Notes <Descri!e any timin' constraints or anythin' "ni/"e a!o"t the conversion.>

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APPENDI5 A6 DATA CONVERSION PLAN APPROVAL

The $ndersigned ac0no%ledge the! have revie%ed the Data Conversion Plan and a$thori9e and f$nd the <Pro*ect 3ame> pro.ect. The $ndersigned her ! give the pro.ect manager the a$thorit! to appl! the approved level of organi9ational reso$rces to pro.ect activities. Changes to this Data Conversion Plan %ill e coordinated %ith and approved ! the $ndersigned or their designated representatives. [7ist the individ"als hose si'nat"res are desired. ;+amples of s"ch individ"als are -"siness 5ponsor and Pro*ect 4ana'er. (dd additional lines for si'nat"re as necessary. (ltho"'h si'nat"res are desired& they are not al ays re/"ired to move for ard ith the practices o"tlined ithin this doc"ment.] -ignat$re: Print 6ame: Title: ;ole: -ignat$re: Print 6ame: Title: ;ole: -ignat$re: Print 6ame: Title: ;ole: Date: Date: Date:

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APPENDI5 B6 RE!ERENCES
[Insert the name& version n"m!er& description& and physical location of any doc"ments referenced in this doc"ment. (dd ro s to the ta!le as necessary.] The follo%ing ta le s$mmari9es the doc$ments referenced in this doc$ment. Do*2ment N me nd Version <Doc"ment 3ame and 8ersion 3"m!er> Des*ription Lo* tion

[Provide description of the doc"ment]

<%27 or 3et or$ path here doc"ment is located>

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APPENDI5 C6 &EY TER%S

[Insert terms and definitions "sed in this doc"ment. (dd ro s to the ta!le as necessary. 6ollo the lin$ !elo to for definitions of pro*ect mana'ement terms and acronyms "sed in this and other doc"ments.] The follo%ing ta le provides definitions for terms relevant to this doc$ment. Term [Insert )erm] [Insert )erm] [Insert )erm] De3inition [Provide definition of the term "sed in this doc"ment.] [Provide definition of the term "sed in this doc"ment.] [Provide definition of the term "sed in this doc"ment.]

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