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

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 the Authority as part of Standards Compliance.

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.

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

Source Solution Suppliers

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.

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

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/Service User 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

DMI26

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

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.

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 

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.

Target Solution Suppliers only

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.

DMI12

If coded data is provided by the Source Solution and supported by the Target Solution, undertake the data transformation and mapping of data using the latest version of the approved mapping tables published by UK Terminology Centre (UKTC).

DMI13

If coded data is provided by the Source Solution, where mapping cannot be completed using the UKTC mapping tables, provide and describe the mapping tables used during the data transformation activities.

DMI14

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

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 NHS Digital

DMI16

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

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.

DMI18

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

DMI19

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

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, if Solution holds Coded Data

• comparisons of data in the Source Solution with data in the Target Solution (e.g. number of current Active Patients/Service Users, active medications, results of routine QOF searches)

• any variances

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.

DMI22

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

DMI23

Load the transformed data into the Target Solution once approved by the Service Recipient.

DMI24

Ensure staff, facilities, tools, training and support services, 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.

DMI25

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