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Pyxa's Approach to Migration Projects


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Pyxa Solutions is comprised of a dynamic team of management consultants and R&D subject matter experts specializing in cross-functional R&D delivery stemming from activities led by Regulatory Affairs.

Pyxa was founded in 2012 to provide our clients a refreshing consulting experience, through engagement with experienced industry leaders and consultants by delivery of high-quality deliverables and unique services. Pyxa is managed by a team of three seasoned partners with prior blended expertise in industry and management consulting.

Pyxa's Approach to Migration Projects
* Project Kick-off
* Gap Assessment
* (Meta)Data Mapping
* Document Mapping
* Testing
* Validation
* Production Load

Published in: Health & Medicine
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Pyxa's Approach to Migration Projects

  1. 1. Pyxa  Solu*ons,  LLC   Pyxa’s  Approach  to  Migra*on  Projects  
  2. 2. Migra*on  Project  Milestones   •  Project  Kick-­‐off   •  Gap  Assessment   •  (Meta)Data  Mapping   •  Document  Mapping   •  Tes<ng   •  Valida<on   •  Produc<on  Load   2   ©  Pyxa  Solu<ons,  LLC  2017  
  3. 3. Project  Kick-­‐off   Formal  assessment  of  all  poten<al   sources  to  be  migrated:   •  Systems   –  Document  Types   –  Dic<onaries   •  File  Shares   –  Folder  Structures   •  Master  Data   ©  Pyxa  Solu<ons,  LLC  2017   3  
  4. 4. Project  Kick-­‐off   ©  Pyxa  Solu<ons,  LLC  2017   4   •  Understand  des<na<on  system   configura<on:   –  Classifica<ons   –  ATributes   –  Metadata   •  Proposed  project  <melines     •  Processes  for  source  data  
  5. 5. Project  Kick-­‐off   Have  the  right  resources:   •  Project  manager   •  Business  users   •  Data  analysts   •  IT   •  Excel  wizard     –  Lookups     –  Indexes   ©  Pyxa  Solu<ons,  LLC  2017   5  
  6. 6. What  is  Agreed  To  With  the  Client  During  Kick-­‐Off?   Client:  Business,  IT,  and  Vendor(s)   •  Agree  on  scope:   –  What  documents?   –  What  versions?   –  What  metadata?   •  What  is  the  proposed   process  and  <meline?   –  Who  does  what?   –  When  are  they  supposed   do  it?   •  What  rules  should  we   follow?   –  This  source  does…   –  These  documents  get   mapped…   •  Do  the  source  system   processes  align?   –  Duplicates?   –  Gaps  in  system  usage?   •  What  is  the  scope  of   valida<on?   6   The  business  must  be  ac*vely  engaged   in  these  agreements  and  when  looking   at  the  documents  during  tes*ng   ©  Pyxa  Solu<ons,  LLC  2017  
  7. 7. Gap  Assessment  Analysis  and  Workshops   –  Is  the  scoped  metadata  needed?   –  Is  the  data  the  same  type  (mul<-­‐select  vs  single-­‐select?)   –  Is  a  configura<on  change  needed  to  accommodate  legacy   metadata  or  document  types  needed?   –  Does  this  affect  the  <meline   o What  are  the  op<ons?   7   ©  Pyxa  Solu<ons,  LLC  2017   Gather  extracts  to   review  document   types  and  metadata   Map  data  from   source  to  des<na<on       Gap   assessment  
  8. 8. Uh  oh!   The  source  data  has  a  bunch  of   errors!   •  Op<on  1:  migrate  as  is   •  Op<on  2:  clean-­‐up  the  source   data   •  Op<on  3:  clean-­‐up  during   migra<on  (when  mapping)   •  Op<on  4:  create  a  “dump”  of   bad  data  in  the  des<na<on   –  Obviously  not  best  prac<ce,   but  happens  a  lot!     ©  Pyxa  Solu<ons,  LLC  2017   8  
  9. 9. Review  Gap  Assessment   Business  to  approve:   •  Proposed  mappings   •  Iden<fied  gaps   –  Op<ons  to  fix  each  gap   •  How  to  handle  the  source   errors   •  Changes  to  <melines   9   ©  Pyxa  Solu<ons,  LLC  2017  
  10. 10. Business  Review  of  (Meta)Data  Mapping   ©  Pyxa  Solu<ons,  LLC  2017   10   Determine  the   Dependencies  on   Data   Create  Mapping   Sheets  for  each   Element   • Applica<ons  need  to  be   correct  before   Submissions  can  be   entered  effec<vely   • Include  source  data   • Include  master  data   (agreed  upon)   • Include  exis<ng   des<na<on  data   • Recommend  values  to   the  business   • Business  reviews  and   provides  final  decision  
  11. 11. Business  Review  of  Document  Mapping   ©  Pyxa  Solu<ons,  LLC  2017   11   Create  a  Mapping  Sheet   for  each  Func<onal  Area   (Regulatory,  Clinical,   Pharmacovigilance,  etc.)   Include  source  data  document  types   Include  master  data  (agreed  upon)   Include  exis<ng  des<na<on  classifica<ons   Recommend  values  to  the  business   Business  reviews  and  provides  final  decision  
  12. 12. Tes*ng   Ensure  access  to  des<na<on  system  to   business  users  is  in  a  consumable  format   •  Create  views  for  each  person  to  look  at   their  informa<on   •  Provide  training  on  the  system  early  in   the  process  for  these  users  to  understand   the  system   ©  Pyxa  Solu<ons,  LLC  2017   12   Vendor  performs  dry-­‐runs  of  data   •  Load  Data   •  Migrate  documents  (some,  most,  all?)   Use  a  “Sandbox”  or  “Test”  environment  
  13. 13. Tes*ng  Clean-­‐up   How  did  the  test  go?   •  What  data  errors  were   found?   •  What  can  be  cleaned  up?   •  What  didn’t  work?   •  What  didn’t  look  right?     Test  Again!  (plan  for  2-­‐3  dry-­‐runs)     Note:  Users  will  find  things  in  the   wrong  place  because  they  were  in  the   wrong  place  to  begin  with…  how  does   the  team  want  to  handle  it?   13   ©  Pyxa  Solu<ons,  LLC  2017  
  14. 14. Load  the  Valida*on  Environment   14   ©  Pyxa  Solu<ons,  LLC  2017   All  documents  should  be  included   •  This  will  ensure  they  can  work  in  Produc<on   Migra<on  reports  should  provide  evidence  of  any  errors   •  These  will  need  to  be  noted  on  how  to  correct  before   produc<on,  and  need  to  be  done  again  for  valida<on   Business  Users  need  to  review  the  data  that  was   migrated  and  sign-­‐off  that  it  worked  as  expected  
  15. 15. Client  reviews  the   summary  reports   for  any  new   errors…   Smoke  Test     QA  produces   summary   reports   Run  in  Produc*on   15   ©  Pyxa  Solu<ons,  LLC  2017   •  Can  they  be  corrected?   •  Do  we  need  to  roll-­‐back   migra<on  and  test   again?     •  Have  some   business  users   verify  that  the   documents  are   correct  
  16. 16. TRANSFORM.  INNOVATE.  DELIVER.   ONE  FINAL  THOUGHT   ©  Pyxa  Solu<ons,  LLC  2017   16  
  17. 17. Most  important  project  item?   Document  all  decisions   •  Mostly  for  reference  when  someone  has  a  ques<on  later   •  Keep  all  reference  and  decisions  in  one  place   –  Best  Prac<ce:  Use  version  control  or  append  to  current   informa<on  so  you  are  not  searching  mul<ple  places   later   PLAID  List   •  Parking  Lot,  Ac<on  Items,  Decisions  (PLAID)   •  All  Parking  Lot  items  need  to  be  addressed  somewhere   –  In  another  project,  as  an  ac<on  item,  or  with  training  In   another  project,  as  an  ac<on  item,  or  with  training   •  All  Ac<on  Items  need  Decisions   17  ©  Pyxa  Solu<ons,  LLC  2017  
  18. 18. TRANSFORM.  INNOVATE.  DELIVER.   CONTACT  US   ©  Pyxa  Solu<ons,  LLC  2017   18   For  More  Informa1on,  Please  Contact:     Dalia  El-­‐Sherif,  PhD   Partner   Pyxa  Consul<ng  Prac<ce  Lead   delsherif@pyxasolu<   610-­‐909-­‐8831   Contribu1ng  Author:     Frank  Faunce   Managing  Consultant   ffaunce@pyxasolu<   617-­‐251-­‐4402   Pyxa  Solu*ons,  LLC   5  Great  Valley  Parkway   Suite  210   Malvern,  PA  19355     info@pyxasolu<   610-­‐648-­‐3939