How We Manage Large Projects
Our Standard Operating Procedure for project managment, including key-stage deliverables, can be found below:
1 All Data Continuity projects first start with an analysis of the source data. This involves analyzing the vendor environment, how the data has been stored, the equipment used to store and back-up the data, as well as examining the data through-out the life-cycle of the installation. A Source Data Assessment Report will be generated covering the mechanisms used by the legacy vendor in storing the data, including any proprietary file formats, compression, update databases or ancillary private files that need to be migrated along with the main bulk of the source data.
2 After understanding what has been stored by the legacy vendor, the next step is understanding how the new vendor or upgraded system expects the data. This involves examining how the data will be "ingested" and is expected to be formatted, as well as any transcoding, data-cleansing or inter-operability standards that must be applied. An Ingestion Analysis Report is the deliverable of this phase of the analysis.
3 Once discovery has been performed on the source and destination environments, a Statement of Work is prepared. This document covers the equipment that will be placed on-site (if an on-site migration is performed) or what must be sent to DesAcc's facility (if a hosted migration is required). All data transcoding, cleansing, reconciliation and ancillary file creation requirements will be covered by the SOW. If a Master Service Agreement is not in place, a Pricing Schedule based on the amount of data to migrate will be generated.
4 After the SOW has been signed, Engineering will be brought in to configure the required hardware and DesAcc Data Continuity Engine (DCE) software, as well as examine whether any additional plug-ins must be modified or written in order to perform the migration. A Workflow Diagram covering the extraction of the data, its processing via DCE and ingestion by the end-point environement will be delivered for sign-off at this phase and a Go-Live date scheduled.
5 For on-site migration projects, an engineer will be sent on-site to install and qualify the hardware prior to project initiation. Remote-access functionality, if available, will be tested. Sample data spanning the life-cycle of the source files will be run through the migration process, with sign-off by the facility for the ingested data. A Installation Qualification/Operational Qualification Report will be provided, any test data purged, and the Go-Live date confirmed.
6 Once the migration has commenced, a Daily or Weekly Status Report will automatically be distributed, covering the status of the project at the pre-defined level of granularity. Any issues encountered will also be tagged for follow-up discussion via phone or e-mail, depending on the methods defined within the SOW.
7 At the completion of the migration, if necessary an Issue Analysis Report will be generated, which covers problem media, improperly formatted files or any new data variants that may have been encountered during the project. Issues found outside of the original SOW will require either an ammended document or a new agreement. A Project Completion Report covering the final status of the migration will be provided along with any Extracted Meta-data as described within the SOW.
8 Prior to the decomissioning and removal of any equipment Project Completion sign-off is required.
9 For HIPAA reasons, prior to any equipment being returned to DesAcc, either a low-level format of all hard disks must be performed, or if covered within the SOW all hard disks removed and surrendered to the appropriate Information Security Officer. After authorized sign-off on a Zero Patient Data Retention Form equipment can be removed from the customer facility.