12 best practices for cloud ERP data migration

Data migration is a key part of any successful implementation of an ERP in the cloud. As a project manager, you’ll want to properly define the scope and staffing of a data migration from the start.

Here are 12 cloud ERP migration best practices that are critical to success.

Decide which data to migrate

One of the first and most important decisions to make is determining what data to migrate.

To make sure you identify all data in scope, identify all current applications that ERP implementation affects. Then identify all the applications that your new ERP system will replace. If you are replacing multiple applications, you might need to migrate data from multiple applications.

Examine the upload model

In order to upload data to the new ERP application, you will need to format the data you extract from the old ERP to match the upload template provided for the new ERP. Examine the model early on to assess the complexity of the formatting required.

Understand the complexities of data mapping

As part of the data mapping process, you will also need to consider the types of data in each system. For example, you might have a Customer ID in one application that accepts alphanumeric characters while the other application accepts only numeric characters. In this case, you will need to decide how to handle this difference during the mapping and migration process.

Decide on migration settings

Most project managers choose to migrate only certain data to the new cloud ERP system. There are several reasons for this.

For example, the volume of data is large and will take time to migrate, the data is old and irrelevant in the future, or the migration of all data is expensive. For these reasons, project managers typically choose to migrate only data after a specific date. For example, teams should only migrate data entered after January 1, 2020. You may also want to add other settings, for example if teams need to migrate data for vendors who no longer supply your organization.

Plan new data

The data migration The process is also a good time to consider what new data you plan to capture in your new ERP system and how that will affect the loading of data into the new ERP.

If this data did not exist in your old system and is required in your new ERP, you may need to create it during the migration process. This could be a status field, a new date field, or something else that will be required in your new request.

Determine what to do with the data that is not migrated

If you decide to migrate only certain data, you will need to determine what happens to the data left in your old ERP application. Here are some options:

  • If you still have access to the old ERP, you might want to set everyone’s permissions to read-only. This will block new entries but ensure that you can reference old data when needed. Your legacy ERP provider may offer a reduced fee for continued access to the application if it exists in read-only mode.
  • If you don’t anticipate needing the data in the future, you might just want to archive the data in spreadsheets for future reference. Before choosing this option, consider the volume of data contained in the old ERP and the complexity of the data. These factors help determine whether using a spreadsheet is a viable option.
  • As a third option, you might want to configure a database to store the data. This can be useful if you think you need to access data from time to time, but not on a regular basis. It will become a small project in itself, as someone will have to set up a database and migrate all the data that has not been migrated to the new ERP system. You may also need to develop a small application or reports to make it easier to extract data from the database.

Plan for the transition schedule and double entry

An important decision is to determine when and what time you will start migrating data from the old ERP to your new one. Employees may need to continue entering data into the old ERP application so that they can run the business after you extract the data. You will need to manually enter into the new ERP system everything that was entered in the old one after data extraction.

Extracting, formatting and importing data into the new ERP application can take days or weeks. The longer this takes, the more double entry will be required to ensure that someone enters all the post-migration changes into the new system.

Internal processes that rely on the ERP application

When setting the schedule for the failover, consider the impact it may have on other applications or processes that depend on data from the old ERP application. For example, the finance team may need access to data at the end of the month. They cannot be locked out of your old ERP for long.

Schedule manual data entry

Although you automate the data migration as much as possible, you may encounter situations that do not justify the investment of time and effort to automate the migration. For example, you might have five vendors that have an exception to the rule. Rather than creating the conversion scripts for five vendors, it may be easier to enter them manually or change their data in your new application as part of the migration process.

Examine the cleanliness and accuracy of the data

Before you migrate your data to a new ERP application, you might want to include some time in the schedule to validate that the migrated data is accurate and complete. Yes some cleaning is needed, you will want to schedule this before data extraction. Allocating time to this process ensures that the data entering your new ERP application is accurate from day one.

Create a detailed transition plan

A detailed schedule which describes All of the steps required for data migration during failover are an important part of a successful data migration.

A plan ensures that all dependencies are taken care of and that each team member knows when they are responsible for their part. Data migration can involve many people to perform all the tasks required of a migration, such as data extraction, data conversion, data upload to the new ERP application, manual entries and final validation. Datas.

Perform test migrations

The best way to ensure that your data migration scripts are working properly is to perform test data migrations. If you find any errors during this migration, they can be corrected and retested. It is common to perform multiple test migrations to ensure that the final migration to production is quick and successful.

Sean N. Ayres