South West Public Health Observatory Information system Migrations NDTMS-SWJuly 2012

South West Public Health Observatory Purpose The purpose of the NDTMS-SW Migration Policy is to help treatment providers and partnerships in their approach to migrating to a new information system. Covers clinical system migration and migration to the Data Entry tool (DET) Intends to establish a procedure when moving from one system to another. Flowcharts can be found in appendices.

South West Public Health Observatory REMEMBER TO... Inform NDTMS at the earliest opportunity!

South West Public Health Observatory Choosing a system The main software suppliers are listed on the NTA website: Arrange demonstrations from software suppliers Talk to other users Ensure NDTMS compliance Project Management

South West Public Health Observatory IT Infrastructure Audit Ensure IT within providers / partnership is adequate for system choice How will NDTMS submissions be made – is this the only system being used at the treatment provider / partnership area?

South West Public Health Observatory Cost Implications Ensure that all parties are aware of what is covered in software implementation costs: Data migration Training Upgrades and patches User licenses

South West Public Health Observatory Data Migration Strategy Project Management should write a migration plan and share with all relevant stakeholders – this includes NDTMS.

South West Public Health Observatory How much data is being migrated? NDTMS minimum data level This is the minimum amount of data required to produce NDTMS performance reports, which require baseline data extending back to 1 st January from the previous financial year. For reporting purposes, the financial year changes after the July upload

South West Public Health Observatory Data Migration Process Stage 1 – Initial comparisons Initial comparisons Comparison between what is on the old software system and what is held on NDTMS Database. May identify erroneous records that will need resolving prior to migration.

South West Public Health Observatory Data Migration Process Stage 2 – Import comparisons Suspend data entry on existing system Import data into new software system Produce NDTMS extracts from both systems for second round of comparison testing Both extracts must reach 100% data load and quality on DAMS Both extracts must use the same criteria

South West Public Health Observatory Data Migration Process Stage 3 – Parallel run comparisons Parallel run should start once import comparisons are signed off Amount of time depends on a number of factors Once parallel run is complete produce NDTMS extracts from both systems for third round of comparison testing Both extracts must reach 100% data load and quality on DAMS Both extracts must use the same criteria

South West Public Health Observatory Be Aware Migrations projects rarely run to timetable Comparison testing is an iterative process and may require several cycles over time Must be able to supply NDTMS data on a monthly basis and this is why there is such emphasis given to the importance and value of parallel running

South West Public Health Observatory Cut over Once the differences in the extracts have been resolved and all relevant stakeholders are satisfied with the extracts being produced the parallel inputting can cease and submission can be made solely from the new system. Refresh option available

South West Public Health Observatory Migration to the DET For providers who do not have a clinical system Data capture tool Check infrastructure %20Minimum%20Environment%20Criteria.pdf Minimum data level Data source can be from their current system or what we hold on the DAMS database

South West Public Health Observatory DET Migration Process 1.NDTMS team runs the treatment provider’s data through the DAMS emulator 2.Validation reports are sent out to the treatment provider for resolution 3.Treatment Provider makes any necessary corrections (including deletion of erroneous records) 4.Steps 1 to 3 are repeated until data quality is at an acceptable level 5.Central NTA to load valid data into the DET 6.Refresh if necessary

South West Public Health Observatory NDTMS Support Set up user accounts on DET Training on the software Provide guidance documents Support provider as the system beds in

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