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Data Migration From

Legacy PLM Tool

Sathish C
Dhanyasree K P

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Honeywell White Paper - Data migration from Legacy PLM tool

Revision History

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0.01 Initial - All Sathish C 12/14/2009
Document &
Dhanya

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Table Of contents:

1. Introduction:

Data is the most valuable asset of any organization. Loss of data results in a significant
loss of revenue. While the importance of data is based on its value to an organization, effort
spent to create it, the costs involved and often the significance of the data/information is not
realized until it is temporarily or permanently unavailable. Data helps the organization to take
decision.

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For Product Oriented companies that data about their product is the key factor of their
drive. Companies invest huge amount to maintain the large volume of data. Every organization
has their own ERP tool to maintain their organization data. While many if the Product Oriented
Business has a separate Product Data Management tool to maintain the data about the product.

2. What is Data Migration?

Data migration is the process of transferring data between storage types, formats, or
computer systems. Data migration is usually performed programmatically to achieve an
automated migration, freeing up human resources from tedious tasks. It is required when
organizations or individuals change computer systems or upgrade to new systems, or when
systems merge (such as when the organizations that use them undergo a merger/takeover).
To achieve an effective data migration procedure, data on the old system is mapped to the new
system providing a design for data extraction and data loading. The design relates old data
formats to the new system's formats and requirements. Programmatic data migration may involve
many phases but it minimally includes data extraction where data is read from the old system and
data loading where data is written to the new system.
After loading into the new system, results are subjected to data verification to determine whether
data was accurately translated, is complete, and supports processes in the new system. During
verification, there may be a need for a parallel run of both systems to identify areas of disparity
and forestall erroneous data loss.

Automated and manual data cleaning is commonly performed in migration to improve
data quality, eliminate redundant or obsolete information, and match the requirements of the new
system.
Data migration phases (design, extraction, cleansing, load, verification) for applications
of moderate to high complexity are commonly repeated several times before the new system is
deployed

3. Need for Data Migration:

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In the olden days the data that the company needs to maintain was very less. As the days
pass by the size of data has grown exponentially. And the organizations found it difficult to
maintain them. Every organization have different PLM tool to maintain the life cycle of the
product. The expectancy of the tool was getting more as the year passed by. To cater the needs of
the business companies the PLM needs to update it to the new needs. Hence there is a need for
the organization to migrate the date for each version of the PLM tool.

Also due to the recent economic crunch and to reduce the cost and MNCs have decided to
integrate the ERP tools and brings “all in one tree” concept. Hence there is also a need for the
organization to migrate the data from once PDM tool to another tool.
Data migration is a challenging task since a small mistake would cause huge data loss.
Data migration typically involves planning and scoping the project, extracting data from the
source application, cleansing to repair corrupt data or invalid records, removing duplicates,
transforming the source data to conform to new tool requirements, translating source values to
new data based on translation, loading based on translation tables, loading of data in to the new
ERP tool and then verifying for accuracy.

This paper focuses on techniques that will reduce the issues faced during the data
migration. And helps in less manual efforts for data loading and ensures that no data loss is
happened during the data migration of the PDM data. This paper provides a checklist that
can be used in a data migration project to reduce the issues that is faced during the data
migration.

4. Common Issues faced in Data Migration:

The following are the issues that are faced during migration of data from one PLM Tool
to another.

1) Data Size plays a key role in data migration. This decides the time to migrate the data and more
data includes more effort on data cleansing work.

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2) Data that is being migrated from the Legacy system may collide with the data in the new system
this is called data collision.
3) Mapping of data between the Legacy system and the new system is a challenging task.
4) Data redundancy could be another major issue that needs to be addressed.

5. Data Migration Strategy for PLM system:

The common steps in data migration tool is shown in the below screen shot.

1) Identification of data items that needs to be PLM migrated Data migration
2) Study of Legacy system
3) Study of New System
4) Mapping of data.
5) Extraction of data from the Legacy system.
6) Cleansing of data
7) Manual data Load
8) Impact of Log file in scripts for Loading of Data

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9) Test Samples Load
10) Loading of Actual data.

5.1) Identification of data items:

The first step in data migration of a system is the Identification of the items that
we need to migrate. Most PDM tools mainly consist of the following items that can be migrated.
1) Part
2) Drawings
3) Workflow Data
It is necessary for us to identify the items that need to be migrated into the new system.
This step requires confirmation from the customer regarding thee items that need to be migrated.
The following are the checklist item that we need to take care while identifying the data
items that need to be migrated.
Check List Yes / No
1 Have you confirmed that the system needs to be migrated?
2 Have you made note of items that needs to be migrated?

5.2) Study of Legacy system:
We need to understand the Legacy system from which the data which it is getting
migrated. This will help us in forming the data structure and identifying the key data that needs
to be migrated.
The following checklist will be helpful in studying the document migration for the PDM
System
Yes /
Check List for Part Study in Legacy System No
1 Do you know about the different type of Parts in the system?
2 What constitutes the part identity of the document in the system?

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3 what are the attributes in the part
4 what is the revision sequence
5 how does the Parts connected another Part
6 Do we need to migrate the previous revisions?
7 Have you studied about BOM relationship in Parts?
Does the previous revision of the parts connected with same
8 document?

Yes /
Check List for Document Study in Legacy System No
1 Do you know about the different type of documents in the system?
2 What constitutes the document identity of the document in the system?
3 How does the files that has been checked into the documents is stored
4 what are the attributes in the document
5 what is the revision sequence
6 how does the documents connected another document
7 Do we need to migrate the previous revisions?
8 How does the documents connected with another Part

Yes /
Check List for Workflow Study in Legacy System No
1 how does the new drawings or parts released in the system
how does the drawings or parts revised or made obsolete in the
2 system
3 what is the change management called as
4 what are the attributes and the data that needs to be migrated

5.3) Study on New System:
This step helps us in Understanding how the data is going to be organized in the new
system. This study is essential to understand the data mapping from Legacy system to the new
system.
Yes /
Check List for Document Study in New System No
1 Do you know about the different type of documents in the new system?
2 What constitutes the document identity of the document in the new system?
3 How does the files that has been checked into the documents is stored
4 what are the attributes in the document
5 what is the revision sequence
6 how does the documents connected another document

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8 How does the documents connected with another Part

Yes /
Check List for Part Study in New System No
1 Do you know about the different type of Parts in the new system?
2 What constitutes the part identity of the document in the system?
3 what are the attributes in the part
4 what is the revision sequence
5 how does the Parts connected another Part
6 Do we need to migrate the previous revisions?
7 Have you studied about BOM relationship in Parts?
8 does the previous revision of the parts connected with same document?

Yes /
Check List for Workflow Study in New System No
1 how does the new drawings or parts released in the new system
2 how does the drawings or parts revised or made obsolete in the system
3 what is the change management called as
4 what are the attributes and the data that needs to be filled

5.4) Mapping of Data:
After identifying the data to be migrated, it is necessary to check if the same data can be
fed as is into the new system. There might be the meta data mismatch in the two system. Here
we need to do the following actions
 Check for data type if same being used in both the system.
 Check if the data range values are available in both the system.
 Check where each attribute of the data goes into which location
By ensuring this we can avoid data loss at the later stage.

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Prepare an As-is and To- Be map as shown below. This will help in understanding which
data field from the source system will get into which data in the new system.

5.5) Extraction of Data from the Legacy system:
After performing the above mentioned operations it is now the time to extract the data
from the source system. Usually data will be stored in a data base and query needs to be written
to extract the data from the source system. The output will be in the form of excel sheet or in a
notepad with the details of the items in the current PDM System.
The following questionnaire will help us to ensure that all the data is extracted correctly.

 Have you extracted the Part data and its attributes from the system?
 Have you extracted the document and its attributes from the system?
 Have you extracted the work flow data correctly from the system?
 Have you extracted the details about the documents and the files checked in into
the system?
 Have you extracted the details about connected and interconnection between parts
and documents?
 Have you extracted the details about documents and parts and their related change
management number?

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5.6) Cleansing of Data

Data cleansing, also known as data scrubbing, is the process of ensuring that a set of data
is correct and accurate. During data cleansing, records are checked for accuracy and consistency,
and either corrected, or deleted as necessary. Data cleansing can occur within a single set of
records, or between multiple sets of data which need to be merged, or which will work together.
At its most simple form, data cleansing involves a person or persons reading through a set of
records and verifying their accuracy. Typos and spelling errors are corrected, mislabeled data is
properly labeled and filed, and incomplete or missing entries are completed. Data cleansing
operations often purge out of date or unrecoverable records, so that they do not take up space and
cause inefficient operations.

Now that the input data is ready we need to perform cleansing of data the following
checklist of data helps in identifying the common issues that is faced during the cleansing of
data. The input sheet formed during the extraction of data needs to be reformatted according in
this phase.

 Have you removed the special characters that will not be accepted by the new
system from extracted data of the legacy system?
 Does the input sheet have been arranged in ascending order as per the revisions?
 Have you removed the trailing spaces in the values of the attributes?

5.7) Manual Data Loading:

Through the data cleansing operation the errors in the data is clearly removed and now it
is best to do a manual data loading for a sample set of data. By performing this operation we can
make sure that how the data will be presented in the new system. This step involved discussion
with the customers of showing a sample system.

5.8) Impact of Log File in script for Loading of data:

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It is important that we need to design the log file and the entries for each data that will
come for each data load. Log file acts as a key player while loading the data in a migration
project. Since the errors that has missed during the data load will get captured while data loading
and then the data loading scripts are modified or data is modified accordingly. Then again the
data is loaded. If the log file is not designed to capture the log efficiently then it will take lot of
manual efforts to cleanse the data again and form the input data again.

One of the best approaches that we propose is to prepare a special log file where the
output is similar to input file and the last two entries shows the success or failure of the particular
data entry and the next column shows the error message due to which the particular data entry
has got failed. This will help us in separating the data which has got success fully loaded and the
data which has got failed. Hence the data loading of minimal set of data requires only fewer
efforts in cleansing and loading.

A sample log file for file loading for eMatrix PLM tool is shown in the screen shot
below.

5.9) Loading of Sample Data

It is advisable that once the script is ready for loading and the log file is designed try
loading only a sample minimal set of data. This step ensures the strength of data loading script
and the strength of the data loading.

5.10) Loading of Data

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In this step the data is actually loaded into the test system and then into the
Production system. After the data loading has been done log file needs to be checked for any
error messages. If no errors have been found then we need to do a random sampling Test to
ensure that the things have gone correctly.

6. Conclusion

Thus the above mentioned step helps us in data migration with less or no errors and also
by following these steps we can easily do a data migration for a PLM tool with a less manual
efforts.

7. References:

http://www.bcs.org/server.php?show=conBlogPost.73
http://www.information-management.com/issues/19990601/996-1.html
http://www.smr.co.uk/guides/DataMigrationIssues.html
http://www-935.ibm.com/services/us/gts/pdf/softek-best-practices-data-migration.pdf
http://www.wisegeek.com/what-is-data-cleansing.htm
http://www.bcs.org/server.php?show=ConWebDoc.8010

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