In today's fast-paced business environment, transitioning to a more efficient and scalable system is a necessity, and data migration is a pivotal aspect of IT modernization.
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:
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.
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.
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.
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.
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.
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. Initially, migration was slow, but ESS Inc. overcame this challenge through parallel execution, reducing migration times significantly. For instance, the migration of the ItemLocation table (6 million records) initially took 10 hours but was optimized down to just 40 minutes. Similarly, the migration time for the GL table was cut from 5 hours to 15–20 minutes, and the ItemSupplierLocation table saw migration time drop from 10 hours to 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 is 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, ensuring the continued success of the migration.
Various Master Data and Transaction Data Migrated
Master Data: The Master Data includes various critical records essential for business operations. The Customer Contacts database contains 1 million records, while the Customer database contains 6,570 records. The Vendor database holds 2,151 records, ensuring accurate tracking of supplier information. Additionally, the Item-Supplier database comprises 6 million records, facilitating seamless supplier and inventory management.
Transaction Data: The Transaction Data covers key business processes such as sales orders, purchase orders, and invoices. The General Ledger (GL) contains 3.5 million records, serving as the financial backbone of the system. The Open Sales Orders Order Line includes 10,000 records, ensuring that pending sales transactions are accurately managed. Furthermore, the Open Invoices Invoice Header Open holds 18,000 records, keeping track of outstanding invoices and ensuring smooth financial reconciliation.
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. Call ESS Inc. at 913-308-8936 to learn more or to schedule a demo.