What every manager should know about Data Migration. What happens to your old data? Is holding on to an old software beneficial? This article is not meant to provide all of the answers but rather to start the discussion on data migration

1. IS DATA MIGRATION
HOLDING YOUR
COMPANY BACK?
Danny Doobay, MBA, BA (Hons.)
The SkeduleX
Advantage
Technologies

2. Is Data Migration holding your company back?
You are convinced that a newer, more powerful management software would
provide more functionality and benefits, lower your operating costs, and increase
the overall competitiveness of your centre or clinic. But you are worried about the
years of data you have amassed in your existing software and are apprehensive
about making the move.
You have a number of questions.
1. Will I lose my data?
2. Will I have to run two separate systems, old and new?
3. Can I have this information transferred to the new software?
4. Will my application be down and for how long? Legacy data is information
5. How much will all of this cost me? collected and recorded by your
organization over time. It is an
accumulation of business
knowledge, an important business
resource, which cannot be replaced
by just adding new technology.
Transferring data from one system to another
Legacy data is information collected and recorded by your organization over time.
It is an accumulation of business knowledge, an important business resource that
cannot be replaced by just adding new technology. Such data could be multi-
source, including database records, spreadsheets, XML, text files, other digital files
and paper-based documents.

3. Time accumulated business knowledge in legacy data can be captured
Unquestionably, every effort should be made to have the data transferred to any
new software. Faced with these critical questions, many business owners and
managers hold-on to old software applications and endure significant loss of
competitive advantage to their business. And with each passing day the challenges
grow larger. To state the obvious, these businesses:
1. Add more data [in some cases, more bad data] to existing system.
2. Put up with less than optimal performance with their existing
software. Data migration is the process
3. Tolerate poor productivity due to poor enabling technology. of transferring data from an
4. Spend more on labour charges to compensate for the weaknesses existing software system into
in the existing software. another, or from one
5. Delays can be detrimental. Older hardware requires more hands- computer to another
on maintenance, has a lower performance, is more prone to failure
and represents a business risk.
Where do you start?
Your new software supplier may have the answer. This supplier may have the
capabilities to migrate your old data to the new platform you are about to acquire.
What is Data Migration?
Data migration is the process of transferring data from an existing software
system into another, or from one computer to another.
For the most part, data migration is performed as an automated process, as
opposed to manually copying data to the new system.
A good data migration process
includes data cleansing. As a rule, data
cleansing is performed in the
migration processes to match the
requirements of the new system,
improve data quality, and eliminate
redundant or obsolete information.

4. Data Migration is a complex process. For starters it entails more than a simply
mechanical transference of data from one system to another. A typical data
migration procedure includes 5 basic phases: plan/design, extraction, cleansing,
load and verification. Depending on the complexity of the migration, these phases
may be repeated several times before the new system is deployed.
A good data migration process includes data cleansing. As a rule, data cleansing is
performed in the migration processes to match the requirements of the new
system, improve data quality and eliminate redundant or obsolete information.
It is not unusual for some of the headaches in your old system to reside in the
dataset you have built-up over the years. Thus, simply transferring the dataset to
your new system may actually transfer those issues to your shiny, new program. It
is therefore prudent to have your dataset examined and cleaned before loading
into your new software.
However, don’t assume that all data migration includes data cleansing. Ask your
software vendor if data cleansing is part of the migration process.
After the data is loaded into the new system, the results are subjected to data
verification tests to ascertain that the data has been accurately transferred,
completed and is supported by the new software.
Plan and act, don’t procrastinate!
So how should you move forward!
Your response will depend on the size of your organization, the complexity of your
data system and your budget.
If you are a smaller organization with a low data complexity contemplating
upgrading your software, discuss your data migration concerns with your new
software supplier. Ask for a data migration plan, cost, downtime and timeline.
If you are a medium to large organization with a moderate to high data
complexity, in addition to discussions with your software vendor, you may also
wish to establish a migration management team to work with your software
vendor. Your team should put into place an internal control process relating to the
migration procedure and plan, scheduling, communication, security, etc.

5. The Baylaan Time-Tested Approach
Baylaan combines a proven methodology, robust
planning and well-defined strategies to deliver tested
solutions for your data migration. Recognizing that
data migration is all about data, we placed special
emphasis on understanding the dataset(s). This proven
approach reduces the business impacts of data
migration: costs, data loss and downtime.
Our proven methodology starts with a ten-point plan
for migrating your data to your new SkeduleX
Software. The nature of the migration program is
determined by several factors: the size of the organization, the complexity of the
software, size of the dataset, equipment and storage considerations, etc. In larger
organizations, we work closely with the IT team to develop a program that suits
Baylaan combines a
proven methodology,
robust planning and well-
defined strategies to
deliver proven solutions
for your data migration.
Baylaan tested data migration approach
the organization, provides the optimal migration, and work to achieve budget and
timeline considerations. In smaller organization, Baylaan develops and
implements a migration plan in consultation with the owner or manager. In all
cases, we involve users and
data experts in the migration
process.
Understanding that no two
migrations are alike, each
migration is meticulously
planned and executed. We
strive for a non-disruptive data
migration with minimal impact
on your business.

6. SkeduleX - In a class of its own
SkeduleX is a fully integrated software solution developed by Baylaan
Technologies specifically for Medical Assessment, Treatments and Case
Management. It provides full integration with HCAI and seamless management of
your workflow from lead entry to invoicing and reporting. Here are seven reasons
why SkeduleX is a superior software.
1. HCAI - Create and submit OCF 18, 23 and 21 directly to HCAI is less than
one minute. No web Login. These records form part of your document
management system in Skedulex. There no queuing system. See your
submission status, instantly.
Upgrade to Skedulex!
2. Accounting Integration: SkeduleX is integrated with QuickBooks, one of
Canada’s most popular accounting software. We synchronize your billing Give your centre the
information from HCAI, EH and other sources with QuickBooks - advantage of seamless
eliminating the need for separate billing and accounting entries. Our
QuickBooks integration saves you about 2-3 minutes for every invoice. In workflow management
addition, enjoy all of the features in an accounting package. from lead entry to
3. Skedulex Portal: SkeduleX portal allows you to communicate seamlessly reporting, invoicing
with your external resources (Practitioners, Doctors, Psychologists, and accounting.
Interpretation and Transportation companies), increasing efficiency,
accuracy and documentation i.e. your doctors could view and confirm their
appointments, receive and send documents and messages; Patients may
also use it to register with your Clinic, saving you another 2-3 minutes of
data entry per file.
4. Secure File Transfer: SkeduleX’s Secure File Transfer is done with
unmatched efficiency. Send files to third parties without leaving SkeduleX.
Receive files from third parties and SkeduleX directs those files to your
patient folder. No website to log into! This is a safe and secure way to send
and receive files in full compliance with PIPEDA.
5. A simple scheduling solution: SkeduleX’s full scheduling solution simplifies
your bookings into a single, easy-to-learn interface. Our Semi-automated
process allows you to schedule both internal and external
appointments. Book your appointments in less than 30 seconds! Have our
portal communicate this request with your Practitioners, Doctors,
Interpretation and Transportation companies, etc., instantly. View your
appointment schedules for each practitioner or the entire centre; by day,
week, or month. Enjoy the benefits of a comprehensive booking and
Calendar system!

7. 6. Productivity Tools: Our productivity tools generate standard letters,
reports and performance Matrix in minutes, saving you valuable time.
There are no limits to the number of letters or reports you can produce.
7. Training: Training is crucial to the efficient operation of any software. We
will train your staff to operate Skedulex efficiently and effectively. In
addition, the software has built-in manual and training modules for
additional reference.
About the Author
Danny Doobay has been a Business and IT consultant to industry and government
for more than 25 years. He has also project
managed software development, implementation
and data migration. He is currently the CEO of
Baylaan Technologies, a software solutions
developer based in Markham Ontario. Danny can be
reached at ddoobay@baylaan.com or 905-202-
4716.
Danny Doobay, MBA, BA (Hons.)
Follow Danny on:
Call Baylaan today for a free demonstration!
Danny Doobay, CEO
Baylaan Technologies Inc.
66 Bullock Drive, Unit 3
Markham, Ontario
L3P 3P2
Tel: 905-202-4716
Fax: 905-202-5263
Email: ddoobay@baylaan.com
http://www.baylaan.com/Skedulex.html