Data migration strategy & methodology Approval to spend IfQ Programme
Introduction A key element of the Information for Quality Programme (IfQ) is the data migration, that is, how we move data from our existing Register & systems to the new Register & systems.
Data migration has been flagged as high risk on the IfQ programme risk log and is a medium risk on the corporate risk register.
The draft Internal Audit report identifies that it is imperative that we have a clear strategy and methodology for migrating our data and for evidencing that the data migration has been accurately undertaken.
It is proposed that data migration specialists, Avoca systems, is engaged to help us develop a data migration strategy and potentially to undertake a data health-check.
The purpose of this document is to articulate a spend request so that the Programme Board can determine whether the proposed spend should be approved.
Background Data migration research has been undertaken by our internal team since August 2014. The research has identified that there are problems with our data.
Further research is underway but it is already clear that we need: a documented data migration strategy and methodology that articulates which tasks we should undertake and in what order. a synthesis of what the data issues are and a mechanism for making decisions by the organisation that non-technical people can understand
Proposed suppliers Suppliers, Scisys & Avoca systems were invited to identify potential costs for data migration.
Whilst Scisys could probably do the work, they are not a specialist data migration specialist and did not bid for the data migration work in the pre-tender market engagement. In addition, their prices are subject to a 35% contingency which makes them more expensive than Avoca.
Avoca was founded in 1995, employs circa 15 staff and is a data migration specialist that has undertaken over 30 NHS data migrations. Avoca was selected as the data migration partner by the NHS National Programme for IT.
Verbal references were taken from the following: Reference Feedback Paul Gaskin, Senior Project Paul has now left the Trust but did say that Avoca was called in to Manager, The Christie NHS provide the Trust with assurance that the Trust IT team had a Foundation Trust robust process in place.
“They are experts in their field and gave us the assurance we needed”
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Reference Feedback When asked who else they considered, Paul said he didn’t because they are the clear leaders in the field. Jim Butler, Head of Avoca assisted the Trust with a hugely complex PAS Information Services, implementation about 5 years ago. Newcastle upon Tyne Hospitals NHS Foundation “The success of the data migration was due to them and they Trust know what to look for in data migration and got us out of a hole. They understand confidentiality as most are previous NHS staff”
What is proposed It is proposed to engage Avoca to: What Cost Timescales Consult with HFEA stakeholders (e.g. £12,000 Circa 3 weeks, subject to availability of Dave Moysen, Cathy Hodgson & incl. VAT HFEA team appropriate IT team) and write an IfQ & data migration strategy (sample in expenses appendices)
Undertake a health-check of our data £17,801 Circa 6-8 weeks, subject to HFEA IT in terms of data migration (sample in incl. VAT providing access to the data to Avoca appendices) & expenses
It is proposed that the Board approves the data migration strategy now and then seek IfQ Programme Board approval for the health-check thereafter if determined appropriate by the Board.
Costs We have negotiated a fixed price (9.99% off their initial quote and to include expenses). We are not committed to undertaking the health-check at this stage.
The following table compares the quote from Avoca with a quote from Scisys. Scisys added a 35% contingency to their quote.
In accordance with our SFI’s, this expenditure is below £25,000 and therefore simply requires a written quotation (which has been received) and can be approved by the budget holder.
The SFI’s require a minimum of 2 quotes which have been obtained.
Dependencies For the Data migration strategy & methodology: Item Dependency Owner Due date 1 Avoca will require access to Dave Moysen, key IT team Nick Jones / Within 7 days members, Nick Jones, Cathy Hodgson & Mike Arama Dave Moyson 2 Data completeness standards for the new data set will be Cathy 8th December 0df188c283a46edf464fcb82afe58ae5.docx Page 2/4 HFEA Internal - 21-Nov-14 Data migration strategy & methodology Approval to spend IfQ Programme
Item Dependency Owner Due date required. Hodgson
For the health check: Item Dependency Owner Due date 1 Avoca will need to be given remote access to a copy of our Dave Moysen Within 7 days data of approval 2 HFEA will provide a designated migration server Dave Moysen Within 7 days (suggested specification available from Avoca). Source of approval data extraction will simply involve HFEA backing up the legacy HFEA Register database and restoring it on the migration server. 3 Avoca would be working from the Chesterfield office and Dave Moysen Within 7 days will remotely connect through secure connection such as of approval IPSec site-to-site or the various client VPNs supported by Windows L2TP etc. 4 So as to comply with the legal requirements (per Nick Jones On Approval discussion with Catherine Drennan), a letter of engagement and a confidentiality agreement will be signed by the supplier and the HFEA. Exclusions The Health-check quote excludes any activities with the Image database
Acceptance Criteria
Data Migration strategy 1. The data migration strategy is in a format of that in the appendices, adapted to HFEA requirements. 2. The data migration strategy can be understood by its intended audience (i.e. non-technical) 3. The data migration strategy is clear and unambiguous and provides a clear way forward for the HFEA for the migration of register data.
Health-check 1. The health-check is in a format of that in the appendices, adapted to HFEA requirements. 2. The health check identifies key data migration issues 3. The health check covers all historical data and should cover data that will be migrated & possibly cleansed (new data set) and data that will be migrated to legacy data tables (and not necessarily cleansed)
Recommendation It is recommended that we commission Avoca to undertake the production of a data migration strategy. 0df188c283a46edf464fcb82afe58ae5.docx Page 3/4 HFEA Internal - 21-Nov-14 Data migration strategy & methodology Approval to spend IfQ Programme
Approval to spend Approval is requested to spend £12,000 inclusive of VAT & expenses for the production of a data migration strategy as described above.
Appendices 1. Scisys data migration proposal 2. Avoca Sample data migration strategy – in confidence 3. Avoca Health-check description 4. Avoca sample data health-check- in confidence
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