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DATA MIGRATION CHECKLIST
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Version Date Author Issued To Comments
V0.1
V1.0 10/09/2010 PSO Compliance Review
V1.1 10.01.13 PSO PMO For compliance with Walsall Health
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Glossary of Terms
Abbreviation/Term Description
Check Item
Check
Data Migration Plan
Data Migration Approach Check (as detailed in the Data Migration Plan)
YES NO N/A
1. Does the Data Migration Approach include:
a) The Supplier’s Data Migration Processes including intended controls. b) A detailed plan on how the migration is to be conducted.
c) Any subcontractor issues and agreed allocation of responsibility for risk.
Data Migration Requirements Check (as detailed in the Data Migration Plan) 2. Data Migration Scope:
a) Has the supplier agreed to migrate all patient records to the target retaining all semantic and syntactic clinical meaning?
b) Has the supplier agreed to migrate the following?
i. All electronic medical records (including free text data, patient registration status, etc.)? ii. The relevant structural and coding information?
iii. All clinical record attachment (e.g. scanned letters, image files, etc.) and associated inks to the relevant patient records?
iv. Records for all patients with data in the Source System?
c) Has the supplier provided a clear indication of what data will not be migrated and the HO’s responsibilities for this?
3. Does the Data Migration Plan include business continuity and technical data recovery procedures?
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include consideration of:
i. The timescales for the data migration slipping ii. Restoration from backups
iii. There is a serious data error discovered with the Target System following Data Load iv. System loss and business continuity
b) Has the HO adequate backup and data archive regimes are in place prior to data migration?
c) Require the Healthcare Organisation and Source Supplier to agree with the Supplier any software or code updates to the existing source clinical system between the ‘samples’ and ‘live’ stages of the migration process?
d) Has the HO agreed access to the source system for an agreed period post migration?
e) Has the Supplier agreed to maintain all existing interfaces with the other IT systems and equipment
4. Has the Data Migration Approach been risk assessed and has the assessment been signed off by the supplier and HO Clinical Leads?
5. Has the HO considered information Governance aspects of the Data Migration? 6. Has the Supplier agreed to provide appropriate reports including:
i. Validation Reports ii. Data Quality Reports iii. Data Quality Log iv. Data Mapping
v. Exceptions Report
7. Have appropriate roles and responsibilities of supplier, HO and Third Party been agreed?
8. Has the Data Mapping exercise been appropriately risk assessed? This may form part of the main implementation safety assessment.
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9. Has data cleansing been undertaken to an appropriate Data Cleansing Requirement, e.g. NHS CfH basic Data Quality requirements document (NPFIT-FNT-TO-DQM-0157)?
10. Has there been a reconciliation exercise with NHAIS (the New Health Authorities Information System; better known as the Exeter System)?
Data Extraction from the Source System 11. Is he Data Extract:
a) Complete and uncorrupted and backed by a fully documented data integrity check?
b) Backed by documentation detailing data structures, encryption, exceptions, and details of the last source system backup?
12. Has the supplier tested the transformations process prior to the mitigation? 13. Has the supplier provided:
i. Data Mapping documentation ii. Mapping Tables
iii. Data Quality reports
iv. Details of any errors or irregularities with the data
14. Has the Supplier agreed appropriate checks, balances, and reconciliations with the HO to validate the migrated data?
15. Has the check of the final cut of Transformed Data been completed, and reviewed and signed off by the healthcare organisations?
Data Load into the Target System 16. Has the HO signed off the Data Verification Report?
17. Has the HO signed off the Safety Closure Report?
18. Are arrangements in place for the healthcare organisation to Source System data and the audit trail?
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