Project Overview

Provide data migration services from current MVC business systems to the selected ERP solution. MVC wants to ensure a seamless transition of its current business systems as defined below including document links and attachments on network file servers, to the prefers solution chosen by MVC, while maintaining data integrity, accuracy, and security.

MVC are currently determining the future ERP solution and have shortlisted the following solutions;

• Civica - Altitude
• Technology1 - OneCouncil
• ReadyTech – Ready Community

MVC’s current system is Technology One version 10.04.22.005 with the following modules;

• Finance
• Property & Rating
• HR & Payroll

Volume: Estimated number of records and data size.

Scope of Migration Services

Data Assessment and Analysis:

• Conduct a thorough assessment of existing systems data.
• Identify data quality issues and inconsistencies including identification and remediation of:
• Duplicates
• Incomplete or inconsistent records
• Legacy formatting issues
• Source-to-target data mapping and gap analysis

Develop a data migration strategy based on the analysis to include;

• Strategy development
• Planning and design
• ETL implementation
• Testing and validation
• Live migration and reconciliation

Data Mapping and Transformation:

• Map data fields from the current system to the new ERP.
• Transform data to fit the new system's format and configuration requirements.
• Ensure data integrity and consistency during the transformation process.

Data Extraction:

• Extract data from the existing system accurately.
• Handle all volumes of data efficiently.
• Ensure minimal disruption to ongoing operations during extraction.

Data Cleansing:

• Cleanse data to remove duplicates, errors, and obsolete information.
• Standardise data formats and values.
• Validate data accuracy and completeness.
• Execute data cleansing activities in collaboration with the MVC’s internal stakeholders (SME’s)

Data Loading:

• Load transformed and cleansed data into the new ERP system.
• Perform data loading to minimise downtime.
• Verify data integrity post-loading.

Testing and Validation:

A multi-level data testing approach:

• Unit Testing
• System Integration Testing
• User acceptance testing (UAT) to ensure system meets business requirements.
• Conduct thorough testing of the migrated data.
• Validate data accuracy, completeness, and functionality in the new system.
• Reconciliation and audit trails
• Validation of data integrity and completeness

Risk Management:

Identify potential risks associated with the data migration process.

Develop and implement risk mitigation strategies.

• Monitor and manage risks throughout the migration project.
• Identification of risks and mitigation strategies
• Rollback procedures and contingency planning
• Minimal disruption to council operations

Project Management:

• Develop a detailed project plan with timelines and milestones.
• Coordinate with MVC stakeholders and manage communication.
• Ensure the project stays on schedule and within budget.

Support and Training:

• Offer post-migration support to address any issues or concerns.
• Knowledge transfer and documentation

Documentation and reporting:

• Maintain comprehensive documentation of the migration process.
• Document data mappings, transformation rules, and validation results.
• Provide detailed reports on the migration outcomes
• Migration strategy and execution plan
• Data mapping and transformation documentation
• Migration logs and reconciliation reports
• Final migration report and sign-off

Security and Compliance

• Adherence to ISO9001 QMS and ISO27001 ISMS standards

• Data privacy and retention policies

• Secure handling of sensitive citizen and financial data

• The Vendor must provide cloud hosting for all data to be stored during the data migration

• The cloud hosting should allow for single sign-on with the MVC’s Azure Active Directory.

• The Vendor must take responsibility for security and compliance of any migration tools or alternative services that are used throughout the data migration services.

Vendor Qualifications

• Proven experience with local government ERP migrations
• References from similar local government projects
• Technical certifications and data migration expertise

Deliverables

• Fully migrated and validated data in the MVC chosen ERP

• Migration tools/scripts used

• Final report and audit documentation

• Training materials and user guides

Enquiries to: Ryan Fisk, Project Manager, Technology Transformation

Telephone: 03 6393 5365

Email: Ryan.Fisk@mvc.tas.gov.au