In DataCore Up Close – Part 5, we discussed the advantages of building a system with well-defined requirements and design documents. We also discussed the various levels of testing that a system undergoes prior to implementation. In this article, we'll discuss some of the other preparations required before you start using your system in full production use.

So far, you've defined your requirements, DataCore has built the system to meet those requirements, and DataCore has performed unit testing, code review, and system testing on the system. Now, you're ready to go into production use. Right? Well, not quite yet. There are a number of other milestones which still must be met. Let's take a look at the other important activities required before your system is ready to Go!

Prepare Legacy Data for Migration –If you have existing documents and drawings that will be migrated into the new EDMS, a certain level of preparation, or "database cleanup" is normally required. This includes reviewing any existing metadata for accuracy, resolving inconsistencies, eliminating duplicate documents, and ensuring the documents are organized in a manner that facilitates import into the new system. This is even more time-consuming if you have multiple source systems which have evolved over time and will be merged into the new system.

Most customers perform this activity themselves, often by dedicating one or more individuals to prepare the data. Other customers hire a third-party to clean up their data when resources are limited. For some customers, this is the single biggest activity they perform during the entire project, and definitely one of the most important! The acronym G.I.G.O. – Garbage In, Garbage Out – certainly applies here. If the data coming from the legacy systems isn't clean, the migration will likely be more problematic, and the system users may encounter more problems in the new environment.

In conjunction with your data preparation activities, DataCore typically will perform test migrations prior to the migration on your production system.

Prepare Training Materials – In addition to preparing the software for delivery, DataCore will create training materials to facilitate the training of your users and administrators. These training materials will be based on your unique solution.

Complete Pre-Visit Checklist – DataCore will provide you with a handy Pre-Visit checklist, to be completed prior to the arrival of the DataCore systems analyst on-site. The Pre-Visit checklist includes a number of logistical items for consideration, including general information (e.g., contact name and phone number), hardware, software, training facility, and IT support.

Prepare for User Acceptance Test – A User Acceptance Test (UAT), sometimes called a Pilot, gives you, your users, and your technical team a chance to become familiar with the new system, ensures that it meets your requirements, demonstrates that it works in an environment that matches the production environment, and validates that the quality of the new system meets your expectations – all prior to actually moving the system into production use. 

Users generally follow one of two scenarios for their UAT. The first scenario is to use only test data. In this scenario, "dummy" data is loaded into the EDMS, and selected users try to replicate the normal activities that will be performed on the system in production. The second scenario is to take one or two live projects, and manage them with the new system. There are pros and cons to either approach, but it's an important decision you need to make, since you will be testing the system at this stage. 

You'll also need to decide on the objectives of the UAT, who will participate (UATs typically involve only a subset of your user community), what their responsibilities will be, and define specific tasks which should be performed. If you will prepare your own custom test scripts or integration testing plans, you'll need to define those during this phase too.

The UAT is a key time for you to evaluate the system in a limited, controlled environment – before granting full access to your entire user community. A successful production rollout is based on a successful UAT. A successful UAT is based on proper planning and preparation, prior to the state of the Deploy phase.

Prepare Implementation Plan – DataCore's project manager will work closely with your Project Manager to create the Implementation Plan. The Implementation Plan provides specific details regarding the on-site installation, testing, and training of the system, including roles and responsibilities, implementation schedules, training schedules, and hardware/software/facility preparation pre-requisites.

In next month's issue, we'll jump right into the Deploy phase, and discuss the activities required to implement a successful system. To learn more about the Deploy Phase, click here to continue.