DMI01

Provide a Data Migration Approach document which details their approach to a Data Migration

Note: This is a high level, generic document to be provided to NHS Digital as part of Standards Compliance and then to be tailored according to the needs of each Data Migration undertaken

DMI02

Provide a Documented Data Extract (DDE) that allows a Target Solution Supplier to understand and interpret the form and structure of the extracted data. This will include, but is not limited to:

1. A description of the physical data included in the extract
2. A logical model explaining the relationships between the data in the extract, and any physical primary/compound/foreign key information required to be able to understand and process the extract
3. A mapping between the physical and logical models
4. Details of units of measure for numeric fields where these are not clearly identified in the extract itself
5. Full descriptions of the meaning of any coded values included in the extract
6. Details of any business rules/logic that the Target Solution Supplier would have to understand to successfully import the extract
7. Details of any exceptional or specific handling required for the Target Solution Supplier to successfully import the extract, e.g. where handling of certain data has to be treated differently if it was created between certain dates
8. Rules for any data which the Source Solution derives from the extracted data but which is not included
9. Any excluded data
10. Any checks or validations (e.g. integrity checks) which the Target Solution Supplier needs to undertake to ensure the accuracy of the imported data
11. Any documentation which would be required to support Solution reconstitution
12. The format of the data extract to be provided

Note: This is an overarching DDE to be provided to NHS Digital as part of Standards Compliance and then tailored according to the specifics of each Data Migration undertaken

DMI03

Provide the DDE to NHS Digital:

• at the request of NHS Digital (e.g. for Standards Compliance)
• at least annually
• at the point of a significant Solution upgrade

DMI04

DMI05

Support the Practice or organisation for which data is bring migrated with improving the data quality in the Source Solution up to the minimum standard agreed by all parties in preparation for the data extracts  

See documents available here for guidance regarding data cleansing and preparation of data for a migration

DMI06

Provide a minimum of two separate data extracts to the organisation for which data is being migrated and/or the Target Solution Supplier, including:

• an initial sample set
• a final data extract for data loading

NB. The provision of additional extracts may be required to facilitate the data transformation and data migration activities as detailed in the Data Migration Process set out in the relevant Ancillary Document

DMI07

All data extracts will:

• be in an encrypted electronic format
• be in conformance with the DDE provided
• be annotated with clear field descriptions
• be provided to the Target Solution Supplier and/or organisation for which data is being migrated as instructed by the Practice (as Data Controller)
• employ cryptographic techniques which conform to Encryption guidance for health and care organisations
• contain the full set of patient records and audit trails, including documents and attached images as well as other clinical and administrative information such as tasks and appointments where applicable to the individual migration event
• be in a human readable format without any undue degradation (i.e. flattening from structured data to plain text) or the need for access to the legacy Solution to be available

DMI08

DMI09

Provide access to the Source Solution, including data and audit trails in human readable format, and support services for the duration of the agreed Run-Off period as a minimum, according to the terms of the applicable contracts for that Data Migration and/or at the request of the responsible organisation.

Note: Reference access to the Source Solution may be required for some time after completion of the Data Migration activities 

DMI10

DMI11

DMI12

DMI13

DMI14

DMI15

Facilitate as many iterations of the data transformation and mapping as is required to address all errors, omissions, and irregularities to the satisfaction of the organisation responsible for the Data Migration

Note: If greater than five iterations of the data extract and transformation process are required, this will need to be reported to NHS Digital

DMI16

DMI17

DMI18

DMI19

DMI20

Provide comprehensive aggregated reports to enable the organisation for which data is being migrated to verify the integrity, accuracy and completeness of the transformed data. As a minimum these will include:

• counts of all coded data items from both Source and Target Solutions
• comparisons of data in the Source Solution with data in the Target Solution (e.g. number of current Active Patients, active medications, results of routine QOF searches)
• any variances

DMI21

DMI22

DMI23

DMI24

DMI25