The Ultimate ERP Migration Checklist

ERP migration can often be quite the headache. From top to bottom, it’s a process that many have bemoaned and criticized over the years - and perhaps, for good reason. As time goes on and further developments are made in the IT landscape, though, it’s as important as ever to protect your data in every way imaginable. Security is key, and any service provider will be the first to tell you that.

Today, we want to walk through a checklist of steps that could be critical to the success or failure of this operation. They may seem simple when they’ve been spelled out, it’s much easier to see the route from point A to point B. 

However, if you’re sitting there asking yourself what exactly we’re talking about, then we can help with that too.

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What is ERP data migration?

In its simplest terms, ERP data migration is the process of moving data from an original source to the database of an ERP system - which is known as ERP data migration. It takes data into one single structure as opposed to a multitude of different systems, formats, and storage methods, saving a whole lot of time and energy (in the long run, that is).

Of course, it’s not as easy as one, two, three. Time, data redundancy, financial cost, and the integrity of the data are all real concerns when dealing with data migration. That’s why it’s so crucial to come up with a format and an actual strategy, as opposed to just taking every blow as it comes. From the word go, you need to get started early, avoiding any delays and further funds being spent.

A lot of folks within a company will rely on historical data when going about their day-to-day operations. As such, it’s incredibly important to make sure the data in your new ERP system is accurate and up-to-date. In equal measure, you’re given the chance to remove outdated data that could be hiding away.

There are challenges, and nobody should pretend otherwise, but there’s certainly a path that’ll make this less strenuous.

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Your essential ERP data migration checklist

1. Establish a team

This isn’t the kind of solo operation that some may think it is, and after a few minutes of reading up on ERP data migration, this should become apparent. As is the case with most tasks in a big company, this falls onto the shoulders of a team to get the job done as seamlessly as possible. So, it makes sense for the first real step to be establishing this cohesive unit.

The team in question will determine which data needs to be transferred and, in addition, how it needs to be cleaned up. You could see members chipping in from a variety of other groups who can give an insight into how they use data in their own work, and with that kind of assistance, nothing slips through the cracks. Think of it as the Avengers of the IT realm.

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2. Examine the data

It can’t be stressed enough how important it is to be precise in an endeavor like this one. One of the things that get people worked up in this setting is how particular every detail needs to be. When examining the data, you have to look for duplicate information and any inaccuracies, scouting through each of the source systems as you do so.

Before transferring the data into the ERP system, the data migration squad needs to figure out how to rectify these issues. You can also map out the data during the implementation phase, meaning it can be done manually, as opposed to automated tools being able to import it. It may seem futile or over the top to some, but trust us, it isn’t.

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3. Consider stakeholders & legal concerns

As is the case in just about any workplace we can think of, the top dogs have a lot on their plate — and ERP data migration, perhaps, isn’t at the top of their priority list. With that being said, internal conflicts can arise from even the smallest of issues, which is why stakeholders need to be considered before you can move any further.

Management support is there for a reason, and ahead of even getting started, you need to make sure you’re going to get it in a timely fashion. Certain staff members may be used to entering data in a certain way, and higher-ups & stakeholders will need to be well informed.

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4. Legal concerns

There are so many legal hurdles and speed bumps that can exist, especially in ERP data migration. The way that organizations can store data is under constant observation, with many different rules and regulations coming into play - especially in recent years. As such, it’s essential that you abide by these rules when going through your steps.

GDPR in Europe, HIPAA for healthcare organizations, SEC & SOX for regulated financial firms, and the list goes on. It all comes down to the idea that businesses must be able to properly secure, retain, and disclose information as needed. The ability to properly delete all of a customer’s personal data if they ask them to do so, report upon data retention, or provide historical records to a regulatory agency – all of these scenarios must be carefully considered when conducting a data migration to a new ERP system.

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5. Prioritize & consider growth

Once you’ve gone through all the previous steps with a fine toothcomb, you can begin to piece it all together. It’s really important to stress, at this juncture, that data migration needs to be made a priority. It requires a lot of work, and that’s easy to underestimate, but it shouldn’t take too long to set out your itinerary.

You should also consider looking into using the data for larger expansions and business needs in the future. You can think about how it’ll be used within the ERP system, figuring out a way to convert the data as and when you need to. The corporate world is all about being able to adapt and grow, which is something that all of your competitors will be contemplating.

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6. Test your migration

As soon as you’re able to do so, begin testing the new system with a small case study of migrated data. From there, you can slowly but surely increase the size of your tests as you go on, picking out any flaws that may arise in the process. Run through the checklist and look at tests that highlight where users would perform their standard, everyday jobs.

By now, you should’ve rationalized the data and converted it into a format that works within the new ERP, and from there, you can test the data for every individual group that needs to take a second look at it. If it wasn’t clear already, this is a big mission, and the conclusion is just as important as the introduction.

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7. Verify and execute

As we’ve spoken about several times already in this piece, there’s a collaborative effort behind what you’re trying to achieve here. There are individuals from a parade of different sectors of the company that need to sign off on getting this finalized, and once that happens, you can begin to let the migration play out.

Once it’s verified and executed, be sure to take some time to really analyze the results. Take a look at the big takeaways, such as what systems were easiest to work with and whether or not you were able to hit critical timeline targets. Was it more cost-efficient than you expected, or did you spend more than intended? These are the questions to ask.

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Need a helping hand with your ERP migration?

At Velo, our Managed IT Services program includes access to a dedicated virtual Chief Information Officer (vCIO) or what we call a Strategy Leader. This resource will get to know our clients’ business as would an in-house CIO, and with that knowledge, we will help our clients strategize on the very best ERP for their business processes and workflows. We will call in third-party experts to perform the hands-on data migration and ERP implementation depending on what ERP system you select so that you can have the very best experience in making your new ERP migration a success.

As your IT support resource, we will ensure your IT infrastructure is up to par and ready for the ERP implementation, be it adequate servers, redundancies, or adequate network bandwidth. We play this important role in ensuring that everything goes smoothly and your company has a successful transition.

With such monumental changes going on, you may want to look twice at what it is you’re getting from your current IT service provider - and whether you need something more full-featured. Velo offers a world-class solution for growing small and mid-market businesses, focusing our attention on support, security, strength, and strategy above all else.

If this sounds like something we could help with, feel free to get in touch!