Organisations regularly choose to change applications: from Twinfield to Exact Online, from your own webshop software to Shopify, and so on. A structured approach when migrating to a new system is crucial to avoid dreaded pitfalls. Here I discuss the most important points that help ensure a smooth transition.
1. Strategic shadow running for systematic implementation
A well-considered strategy for system migration includes the smart deployment of shadow running - meaning that for a short period both systems are used simultaneously so that problems with the transition can be anticipated. This method not only provides an early introduction to the new system, it also creates a safe space for experimenting without disrupting daily operations.
2. Clear transition points and data management
It is important that it is clear when the transition from one system to the other takes place. This prevents duplicate data, which can cause problems later when making analyses. If shadow running is being done, deleting data from one of the systems may be necessary - so make this process transparent and ensure structured data management. This prevents confusion and is the best guarantee that only current, relevant data is transferred to the new system.
3. Data mapping and exploration of the new structure
Before the migration actually takes place, it is essential to set up mapping tables. This allows important identifiers to be easily compared, ensuring the history of the old system transfers seamlessly to the new one. Try to get as much data into the new tables as possible to explore the new database structure. This applies particularly to standardised data, such as articles, which can be loaded in advance.
4. Critical evaluation of current analyses
A thorough evaluation of current analyses is necessary. Consider whether they are too extensive or not detailed enough. Identify what truly matters and adjust the analyses accordingly. Also consider that some data may be redundant and could lead to noise. This way, the analyses from your new applications are fresh and ready for use.
5. Detailed inspection of data flows
A detailed view of data flows is crucial. In other words: understand where old data goes in the new system. Tip: ensure that data loading is well documented, otherwise it can become quite a challenge later to trace and correct errors.
6. Managing returns effectively
Certain scenarios, such as returns, deserve special attention. Consider the scenario where an order was placed in the old system and the return order comes in through the new system. A structured approach to matching these two is of great importance to maintain consistency in the data.
A successful system migration requires not only technical expertise, but also a holistic approach to data and processes. By implementing shadow running, setting up clear transition points, thorough data management and a critical evaluation of analyses, organisations can effectively tackle the challenges of migration. By integrating these points of attention into the migration process, organisations lay a solid foundation for a successful transition to the new system.