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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.
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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. 2. 3. 4. 5. 6. 7. 8. 9. 10. Project Charter Assumptions Estimating Targets and Metrics Approach Dependencies Assigned Business and IT owners Project Schedule Project Plan Resource Plan 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. 2. 3. 4. Methods Business Data Assessment Method (s) Business Data Assessment Documentation Template IT Source Sys Assessment Method (s)

5. 6. 7. 8. 9.

IT Source Sys Assessment Documentation Template Completed Data Assessment (s) Completed Source System Assessment (s) As-Is Conclusions 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. 2. 3. 4. Assumptions Estimating Detail Estimating Summary 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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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 1: Project Planning and Kick off]
1. Project Charter This deliverable documents the project scope, objectives and team members. The project charter can change during the project life cycle. 2. Estimation Targets and Metrics This deliverable stores the summary level complexity, volume, data quality,and cleansing estimation targets and metrics. 3. Approach This deliverable documents the high level steps that will be implemented to achieve the estimation targets and metrics. 4. Dependencies This deliverable documents the external project dependencies as well as internal project dependencies. 5. Project Schedule This deliverable contains the work break down structure listing the project phases, tasks, owners, duration and task dependencies. The project schedule is refined during the project life cycle. 6. Project Plan This deliverable documents how the project will be conducted and controlled. Project plans can be high level or detailed based on project needs. 7. Resource Plan

[Phase 2: As-Is Assessment]
1. Methods This deliverable highlights the methods that will be used to gather the As-Is documentation. Types of methods used could be surveys, interviews, workshops, meetings or shadowing. 2. Data Assessment Method(s) This deliverable documents the data assessments methods. 3. Data Assessment Documentation Template This deliverable is the template for the data assessment. 4. Source Sys Assessment Method(s) This deliverable is specific to what technical methods will be utilized. 5. Source Sys Assessment Documentation Template This deliverable is the template for the source system assessment. 6. Completed Data Assessment(s) This deliverable has all the data that the business team has been collecting during this phase. 7. Completed Source System Assessment(s) This deliverable has all the data that the technical team has been collecting during this phase. 8. As-Is Conclusions

This deliverable details the number of resources and skills needed to successfully manage the project. 8. Project Kick-Off Presentation This powerpoint presentation is presented during the project team's kick off meeting. Project objectives, overview and milestones are communicated during this team building event.

8. As-Is Conclusions This deliverable addresses the conclusions based on the detailed As-Is findings. The conclusions are an input to the next phase, develop conversion recommendations. 9. Update Estimating Targets & Metrics This deliverable reflects any changes made to the targets or metrics based on the data collected.

[Phase 3: Develop Conversion Recommendations]
1. Option Description Documents This deliverable stores the options that are a result of the brainstorming and validation of potential options. 2. Completed Option Details This deliverable explicitly details the options that have been deemed worthy of further thought. 3. Completed Recommendation This deliverable describes the recommendation(s) with the proposed team recommendation based on the implementation solution and approach.

[Phase 4: Estimating and Work Planning]
1. Assumptions This deliverable clearly articulates the assumptions that are in play with the various options. 2. Estimating Detail This deliverable details potential options at a level that clarifies effort. 3. Estimating Summary This deliverable is a completed summary of the estimation worksheet. 4. Work Plan (Schedule, Resource Plan, Staffing Model) This deliverable contains the work breakdown structure, the resource plan and staffing model.

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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 Ownership of the delivery of the following documents: 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 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: Project Charter, Project Plan, Project Schedule, Resource Plan, Estimating Targets & Metrics, Dependencies, Data 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) Drive the Source System Assessment and facilitate the

Business Analyst

Business Lead

Data Conversion Lead

IT Lead

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 Experts Upon request, provide expertise (either business or IT) to the Data Conversion team Assist the IT Lead Provide technical expertise for the area in scope Ownership of the delivery of the following documents: Source System Assessment Method(s), Source System Assessment Template(s), Estimate Detail

Technical Analyst

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