Data migration to a new grant, contract or program management system is an opportunity. Being well prepared makes all the difference to how quickly your organisation realise the benefits.
Our guide is here to help you prepare.
Most organisations modernising their grant, contract or program management software are moving from a variety of different systems. Sometimes data is stored in Excel, and local databases, financial data in another system and contracts or project documents on a shared server or spread across a variety of shared folders.
No need for alarm if this sounds like your organisation! This is typical and is a major driver for why organisations adopt a new software system.
At Tactiv we take a step by step approach to introducing a new grant, contract or program management system. We assess your readiness and maturity to determine the best path to achieving a positive ROI and minimal change management impacts. We make migrating a low risk decision.
Based on our experience we offer our guide on data migration to help answer questions on what to migrate and why.
Getting data migrated is one of the most time-consuming exercises. It’s worth reviewing:
- what, if any, historical data needed in the new system?
- if all the historical information is needed or only specific information (i.e. financial info or contacts)?
- can data be easily exported from existing systems in standard formats like csv or json?
- is current data in hard copy? If so it may require scanning.
- does using expert migration services save enough time and effort to make it worth it?
Start with listing your data assets and then determine the need and demand. You may need only active live data, reducing the need for historical data until a later date.
Another option is an iterative data migration approach based on priority. Address priority data first, like contacts or financial data, then continue to work through other data.
Regardless it is important that the data migrated is supportive of management and business process needs.
2. Administration and Management Requirements
Some data is critical to administrative and management requirements. Without this data migrated your organisation may be exposed to unnecessary risk, or compliance issues.
Your data needs to be migrated if it:
- needs to be continually monitored.
- informs obligations or financial reporting.
- informs risk management and business decision making.
- supports enterprise search to assist audit, compliance and legal teams.
- forms an important part of your contacts or supplier records.
- is used for IP management.
It is critical management retains an informed line of sight. If the data informs administration and management decision making it should be migrated. Without this data results from the new system will be incomplete, creating risk and may result in using the old systems and ad hoc practices.
For organisation that must meet regulatory compliance demands, contribute to reporting frameworks or need to support information requests data must be migrated and available.
3. Critical to Business Process
One of the most important goals for modernising a grant, contract or program management system is to streamline and improve business processes.
If data is part of these processes it is needed in the new system if it:
- provides base content to populate new standardised templates.
- helps make it quicker to populate templates and processes.
- still informs obligations and user interaction in workflows.
- informs ongoing reporting processes.
- supports engagement and collaboration processes with applicants, suppliers or other stakeholders.
- was not migrated it would result in team members working outside the new system or around it.
It may also be important to prioritise data that is used in any critical integrations to other business systems.
The work to migrate data to a new software system may demands some attention and work. But it’s worth it too and may even help achieve a positive ROI more quickly than anticipated.
Tactiv’s Client Services team provides training and migration services. If you or your organisation needs some additional assistance, get in touch.