Data conversion is an important part of ERP implementation. You want to carry the data from the old ERP package to the new ERP package as well as possible. This is critical for the organization to operate successfully. Yet I often see that data conversion is an underexposed part of the implementation and does not get the attention it deserves.
Don't treat data conversion as a separate track
Too often I see that the conversion process is separate from the regular implementation process. The data conversion is then treated as a separate, technical part of the implementation. It is the more technically oriented employees who focus entirely on converting the data from the old system to the new system. They give too little consideration to the impact of data conversion on the functional processes. And on the other hand, the exact same thing happens; the consultants who devote themselves to the processes hardly pay attention to data conversion because they consider it a technical matter. Wrongly so, because data conversion and the functional implementation are related. Data conversion should be an integral part of the implementation where consultants and technical specialists work together thoroughly.
Before starting the project, think about what data you want to include
The question of which data you want to take with you to the new ERP system should be asked and answered even before you start the implementation. The answer determines the scope and thus the planning of the implementation and the data conversion. You don't want to find out afterwards that certain data can only be consulted in the old system because it was not taken into account during the implementation and associated conversion.
When discussing processes, also consider the impact on data conversion
When going through the various processes, also consider each time what the impact is on the conversion process. People are often enthusiastic about all the new possibilities offered by the new generation of ERP packages. But what do these new capabilities mean for conversion? Which data must be included? Can we take it over integrally from the old system? Or does the data need to be cleaned or enriched? The data model in the new system often differs from the data model in the old system. This means that sometimes extra fields have to be filled. Fields that may be mandatory in the processes in the new system. How do you handle this when converting your data? How will you fill these fields?
The key to success? Collaboration!
The above questions will have to be answered in a consultation between the team that deals with the functional implementation and the team that does the data conversion. And these questions and answers will have to be documented. Because during testing, the same questions will be asked and you can refer back to this documentation.
There is a lot to say about a data conversion. I have experienced plenty of them. And everyone has certain, good and not so good, experiences with it. But one thing is certain. Let the data conversion really be part of the implementation process.
Peter Gerhardt is Senior Lead Consultant Logistics at Dysel and helps customers achieve maximum results with its business software.
