With the help of ESS Inc., IBT, a Midwestern distributor of industrial maintenance, repair and operations products, and consulting services, migrated from their legacy system, Aplus, to Epicor P21. This blog will walk you through the key steps, challenges, and best practices noted during the IBT data migration to Epicor P21, focusing on the intricacies and optimizations essential for seamless business operations.
Steps Involved in Data Migration
Data migration is a multi-step process that requires careful planning and execution. Below are the key phases involved:
1. Planning and Assessment
The first step is defining clear goals, scope, and timelines for the migration. This includes estimating time for the entire migration, testing, and validation—typically around 8 hours for data migration, testing, and validation. It's also essential to assess both the source (Aplus DB) and target (Epicor Staging DB) systems. Identifying and classifying data for migration ensures that the right information is moved while minimizing risks.
2. Data Extraction
Data is extracted from the source system, Aplus, via API calls. It's important to ensure data consistency and validate completeness at this stage. This ensures that no critical information is left behind during extraction.
3. Data Transformation
Before loading data into the Epicor P21 system, the data must be cleaned, formatted, or structured to meet the target system's requirements. Tasks like removing duplicates and correcting data types are crucial. ESS Inc. worked closely with the client to obtain the raw data, format it according to Epicor's needs, and load it into the Epicor Staging table.
4. Data Loading
The transformed data is then transferred into the target system (Epicor Staging DB) with minimal disruption to ongoing business activities. ESS Inc. employed API calls and procedures to carry out the data-loading process seamlessly.
5. Testing and Validation
Thorough testing and validation are essential to ensure that data is migrated correctly and functions properly in the new system. This step verifies data integrity and performance and ensures that all migration expectations are met.
6. Go Live and Monitoring
The system goes live after the migration. Continuous monitoring ensures that the system performs as expected and that any arising issues are promptly addressed.
Common Challenges in Data Migration
Despite careful planning, data migration often encounters several challenges:
Data Quality Issues
Migrating inconsistent or incomplete data can lead to errors, corruption, or even system failures in the new environment. It's vital to assess and clean data before migration.
Downtime and Disruption
Migrating large volumes of data can often lead to system downtime or slowdowns. This was particularly evident with large datasets such as the General Ledger (GL) table, which contained 3.6 million records.
ESS Inc. Optimization Results:
- ItemLocation table (6M records): 10 hours → 40 minutes
- GL table: 5 hours → 15-20 minutes
- ItemSupplierLocation table: 10 hours → 45 minutes
Complexity in Data Transformation
Data from legacy systems often requires extensive transformation before it can be correctly loaded into the new system. This is one of the migration process's most time-consuming and complex parts.
Ensuring Data Security and Compliance
Protecting sensitive data during the migration process is critical. The process must comply with all relevant regulations to prevent any breaches or security issues.
Best Practices in Data Migration
By following certain best practices, businesses can ensure a smoother migration process with fewer disruptions.
Detailed Migration Plan
Creating a well-structured migration plan is essential. This plan serves as a roadmap, outlining every phase and responsibility to minimize risks. A clear plan helps identify potential issues early and enables the team to find solutions proactively.
Testing in Stages
Migrating data in stages allows for the early detection of issues. By simulating the migration in a controlled environment, businesses can iron out errors and optimize performance, reducing the risk of problems during the final migration.
Backup of Data
Before initiating any migration, it's crucial to back up all data. This precaution ensures that the original data can be restored quickly in case of any migration failure, preventing data loss.
Post-Migration Monitoring
Once the migration is complete, it's essential to monitor the system to ensure everything is functioning correctly. This final step ensures that any discrepancies, performance issues, or missing data can be addressed quickly.
Data Migrated
Master Data
- Customer Contacts1 million records
- Customer6,570 records
- Vendor2,151 records
- Item-Supplier6 million records
Transaction Data
- General Ledger (GL)3.5 million records
- Open Sales Orders10,000 records
- Open Invoices18,000 records
Conclusion
Data migration is pivotal in modernizing IT infrastructure and ensuring business continuity. By carefully following structured steps, addressing common challenges, and adhering to best practices, businesses can achieve a smooth transition from legacy systems like Aplus to Epicor P21. Through planning, testing, and optimization, the migration process can be streamlined, allowing companies to continue their operations with minimal disruption.
If your business is considering data migration, understanding these processes and challenges will empower you to make informed decisions that drive success. Whether you're migrating a few records or millions, ensuring a seamless, efficient migration will be key to unlocking the full potential of your new system.