Target and Source Solution Suppliers

All

DMI01

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

Migration when acting both as Source and Target Solution Supplier.

Note: This is a high level, generic document to be provided to

the Authority as part of Standards Compliance and then to be tailored according to the needs of each Data Migration undertaken.

Target and Source

All

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

1. Full descriptions of the meaning of any coded

1. values included in the extract

2. Details of any business rules/logic that the Target Solution Supplier would have to understand to successfully import the extract

3. 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

4. Rules for any data which the Source Solution derives from the extracted data but which is not included

5. Any excluded data

6. Any checks or validations (e.g. integrity checks) which the Target Solution Supplier needs to undertake to ensure the accuracy of the imported data

7. Any documentation which would be required to support Solution reconstitution

8. The format of the data extract to be provided

Note: This is an overarching DDE to be provided to

the Authority as part of Standards Compliance and then tailored according to the specifics of each Data Migration undertaken.

Target and Source

All

DMI03

Provide the Documented Data Extract (DDE) to

the Authority:

• at the request of

• the Authority (e.g. for Standards Compliance)

•  or in the case of significant changes to the DDE

Target and Source

All

DMI04

Support, and/or provide mechanisms to support, the migration and/or re-integration of data which is stored solely in a Solution which is not the Source Solution where such a Solution is in use.

Target and Source

All

DMI27

Perform a migration of data from a source Supplier to target Supplier over the internet.

• Internet-based transfers must conform to the Cross Function Requirements outlined within the DMS Data Transfer - Cross Functional Requirements Document 

• If, under the circumstance that a bandwidth of >= 70 Mbps and a latency of <200ms cannot be achieved, then a fall back to physical media transfer can be used

• If, under the circumstance that physical media is deemed necessary, and the target Supplier is primarily cloud-based, then a Solution supported by the target Supplier’s cloud provider must be used, for example AWS Snow Cone or Azure Data Box

• If, under the circumstance that both Suppliers are primarily cloud-based, then an internet-based transfer must be used. This is due to the potential number of additional transfers steps when using physical media between two alternative cloud providers

Target and Source

Source Solution Suppliers only

All

DMI05

Support the

Service Recipient 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.

Source

All

DMI06

Provide a minimum of two separate data extracts to the

Target Solution Supplier and/or the

Service Recipient to include:

• an initial sample

• data extract

• 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

Catalogue Solution Migration Process Ancillary Document.

Source

All

DMI07

All data extracts will:

• be in an encrypted electronic format

• be in conformance with the DDE provided

• be

• provided to the Target Solution Supplier and/or

• the Service Recipient as instructed by the

• Service Recipient (as Data Controller)

• employ cryptographic techniques which

• conform to NIST Cryptogrophy Standards

• contain the full set of Patient Records, 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

Source

All

DMI26

All data extracts to contain the full set of audit trails where applicable to the individual migration event.

Source

All

DMI08

Provide a document and reports detailing any irregularities regarding the way in which data has been entered into the Source Solution (i.e. variances on the DDE), including reference to any dependencies on other Solutions and Suppliers.

Source

All

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 and agreements for that Data Migration and/or at the request of the

Service Recipient.

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

.

Source

All

DMI10

Where a third party Supplier is used during

the Data Migration process, provide an automated mechanism for the third party Supplier to access and extract the data from the Source Solution.

Source

Target Solution Suppliers only

All

DMI11

Undertake the data transformation and mapping of data from the extracts provided by the Source Solution Supplier to a format which can be loaded into the Target Solution.

Target

All

DMI12

Undertake the data transformation and mapping of data using the latest version of the approved mapping tables published by UK Terminology Centre (UKTC).

Target

All

DMI13

Where mapping cannot be completed using the UKTC mapping tables, provide and describe the mapping tables used during the data transformation activities.

Target

All

DMI14

Provide tables detailing any specific mappings between the Source Solution data and the Target Solution.

Target

All

DMI15

Facilitate as many iterations of the data transformation and mapping as

required to address all errors, omissions, and irregularities to the satisfaction of the

Service Recipient.

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

the Authority.

Target

All

DMI16

Provide tools to enable the

Service Recipient to undertake the mapping of non-standard, local codes where necessary.

Target

All

DMI17

Provide the

Service Recipient with the transformed data and a

trial environment to enable the validation of the integrity, accuracy and completeness of the data.

Target

All

DMI18

Maintain an Issues Log of all issues encountered during the data transformation, including how and when each was resolved.

Target

All

DMI19

Undertake any corrective action necessary to address issues raised regarding the data transformation and document this in the Issues Log.

Target

All

DMI20

Provide comprehensive aggregated reports to enable the

Service Recipient 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

Target

All

DMI21

Reports will be available at all times from

the live and

/or trial Environments (as applicable) from the moment the

corresponding environment is made available.

Target

All

DMI22

Reports to be refreshed every time data is re-loaded.

Target

All

DMI23

Load the transformed data into the Target Solution once approved by the

Service Recipient.

Target

All

DMI24

Ensure staff, facilities, tools, training and support services, including floor-walking staff, are in place to support the

Service Recipient in use of the Target Solution and to ensure that any obligations and responsibilities can continue to be met effectively.

Target

All

DMI25

Support additional training needs and requests post Business Go-Live as requested by the

Service Recipient.

Target