The most valuable piece of any information system is the data it contains. When deciding whether to convert your existing data, consider the quality of the data and compare it to the cost of the conversion.
Data Service Options
There are several options to explore in determining the value of your data. When converting a live work management system, there are two primary areas of concern: risk and downtime.
- One option is to do nothing. If there is a current legacy system in place, the system is not being retired, and the cost of running the system is not prohibitive, this may be a viable choice. It offers the least amount of risk and no downtime. However, you would not immediately have consolidated data for multi-year reporting and two systems would have to be maintained.
- Convert only start up or seed data such as labor, equipment, and material identification records. Do not convert work orders, inspections, or event records. It potentially offers a faster start up on the new system, has minimal risk, and no downtime. However, you would not immediately have consolidated data for multi-year reporting and two systems would have to be maintained.
- A one-time conversion of everything into a production database. This option offers a faster start-up on the new system, but has greatest risk of all options. The downtime is equal to the time it takes for the customer to verify the conversion and provide training on the new system to the end users. You would immediately have consolidated data for multi-year reporting and two systems would not have to be maintained.
- Convert everything into a test database. This option offers a faster system start-up, has minimal risk and some downtime. You will also receive training and system tailoring around test data, have consolidated data for multi-year reporting and two systems would not have to be maintained.
Once you have considered your options and elected to move forward with data conversion, Cartegraph recommends the following guidelines:
- For work management conversions, we recommend either option two or four.
- For asset data conversions, we recommend either option three or four.
- When converting both work management and asset data conversions, option four is the most effective.
If it is determined that a conversion is desirable, Cartegraph will provide the following data conversion components:
Data Conversion Scope and Quote
Cartegraph’s data services department will guide you through the conversion process, perform a thorough analysis, and provide a quotation for costs and estimation of conversion run times. Cartegraph will also provide you a unique file transfer protocol (FTP) site to help you convert your data. Or, you can provide your data and conversion preferences to Cartegraph’s data services department and they will convert the data for you.
Cartegraph will work closely with you to develop a detailed field-by-field mapping of your legacy data into the corresponding and appropriate fields within the Cartegraph database tables. This process is conducted via phone and over the web, and will be fully documented for your approval and authorization.
Once authorized, Cartegraph will move your legacy information into the corresponding and appropriate Cartegraph database tables in a test environment. Cartegraph service professionals will guide you through the normalization of data to ensure that the process is successful. Once the process is completed, you will review the data for discrepancies.
Under your direction, Cartegraph conversion services will move the current or legacy information into the Cartegraph database tables for use. To help minimize risk and downtime, Cartegraph recommends that a test conversion be performed, rather than immediate conversion into a production database.