The Essential Guide to Application Data Migration
Importance of migrating active and historical data
Digital transformation demands the adoption of new tools and processes to support development teams’ needs for agile, best-of-breed or modern solutions. Seamless data migration between legacy tools and the newly selected Commercial Off the Shelf (COTS) tools is key to ensure a smooth and successful adoption of new tools and processes.
With a great deal of institutional knowledge and historical data locked in existing legacy tools, it is necessary to plan the migration strategy carefully. Preservation of cumulative knowledge with historical context and minimization of downtime are critical factors in the migration strategy. Poorly planned, sub-optimal or incomplete migration strategies can result in significant downtime, idle employees or loss of institutional knowledge and productivity. The loss of historical data may also have audit and compliance implications in addition to increased business risks. The ideal strategy minimizes downtime and maximizes the fidelity of migrated information, ensuring productivity, compliance, and business continuity
True cost of data migration
1. Data transfer costs
2. Opportunity costs
3. Data corruption or information loss
For projects that include mission critical business information, there’s an elevated risk of impacting operations in the event of data corruption or data loss. Unavailability or loss of access to information can have severe implications on profitability. Low fidelity migrations which often involve multiple manual steps can lead to data loss and data errors during migration. While they seem like the cheaper option, low fidelity migrations can have a long-term impact on team productivity and effectiveness. Typically, there is loss of versioning, history, artifacts, and context that leads to end-user frustration and performance challenges.
A full-fidelity approach ensures there is no data loss in the migration process even if there is a gap due to model mismatch between systems. This can be the deciding factor for businesses that work in highly regulated environments.
In addition to the cost of the migration project, there are other important considerations, including systems availability, security, fidelity, etc, which are often critical in selecting the migration strategy. For example, manual approaches have high security risks as sensitive data can be exposed during the migration. An automated factory approach is typically significantly more secure and reliable than approaches that rely on manual, human interaction activities.
Key factors for selecting the migration approach
Once you have taken these factors into account, identify the type of migration that works best for your business needs.
Systems downtime or availability:
Factor in the impact of unavailable systems on your business continuity, security and idle users/system to decide the appropriate migration approach.
Data complexity:
The scale of your data, complexity, number of users and the need to customize fields and unusual data shapes will impact the migration choices and strategy
Systems downtime or availability:
Factor in the impact of unavailable systems on your business continuity, security and idle users/system to decide the appropriate migration approach.
Data complexity:
The scale of your data, complexity, number of users and the need to customize fields and unusual data shapes will impact the migration choices and strategy
Data quality:
Poor migration strategy results in data loss or corruption, rendering the data unusable in the target system
Audits and Compliance:
Compliance issues can manifest while migrating content and the overall strategy must validate data in the context of audits and compliance
Replicability of migration:
Data migration approach and configuration should be easily repeatable and replicable to achieve scalability to a large number of projects
Data fidelity:
Applications comprise rich contextual information such as history, artefacts, embedded images, relationships, comments etc., raising multiple choices in terms of fidelity – full fidelity, high fidelity, medium fidelity and low fidelity
Compatibility between source and target systems:
Disparity between the schemas and application structure of source and target systems requires additional effort on proper handling and modeling of the data before migration
Security:
Data migration projects are susceptible to temporary lapses in privacy and security, often compromising sensitive information and customer data. Design a strategy with security issues in mind.
Training large numbers of users in a new system:
When migrating large numbers of users for a new tool, training and onboarding users’ needs to be planned out in a timely, systematic way. Migrate the systems in prioritized tranches instead of a big-bang lift and shift.
Transformation (cleanse, merge, enrich):
Migrating often requires conversion of data from one format to another to resolve the model mismatch between two systems
Identifying the migration type
1. Migrating within the same tool ecosystem
Organizations often opt to move from data center or on-premise servers to the cloud in order to lower operating expenses and increase agility, flexibility, and scalability. For instance, an enterprise may want to migrate data from its Azure DevOps Server or older Team Foundation Server (TFS) version, an on-site instance, to a common cloud-based Azure DevOps Services instance to improve collaboration in distributed teams and accelerate time-to-value by moving to cloud.
2. Legacy migration
3. Migration to support business re-organization
Business reasons such as restructuring, divestment, mergers and acquisitions or other such organizational activities often compel teams to migrate projects between heterogeneous tools where there is often disparity between the two systems. These types of migrations often require expertise to bridge the model mismatch between source and target systems.
4. Consolidation
Consolidation is required when multiple instances of an application are merged in a single instance – for example, three instances of Jira merged into one single instance of Jira. Consolidation can also be implemented across heterogeneous tools, such as merging two instances of X tool into a single instance of Y tool. There could be varied reasons for merging data, including better visibility, traceability, and transparency.
5. Splitting
Selecting the right data migration strategy
1. Do-It-Yourself (DIY) script-based migration
2. One-time Data migration
3. Enterprise-grade migration tool
An enterprise-grade migration tool is purpose-built for the various intricacies and challenges of large-scale data migration projects. It meets some of the most important criteria for fast, accurate and full-fidelity migration including:
- Zero downtime or non-disruptive data migration
- UI-based mapping that requires no scripting knowledge
- Factory approach for unmatched scalability
- Data migration with full context and history preservation
- Failure recovery or reconciliation mechanism to prevent data loss
Developing your migration plan
1. Identifying and defining the scope
2. Identifying and defining the suitable options for migrations
This phase involves drawing out the technical details of the solution and documenting the migration process. Identify the best option and approach for your migration and define the project timelines and concerns. Consult internal technical experts and get sign-off from stakeholders. Create a complete inventory of data/assets/linkages to be migrated including historical information and dependencies. Also, consider security plans for data if the data needs to be protected throughout the process.
3. Budgeting or determining access to funding
4. Building or buying the migration solution
For smaller and simpler application migration with low complexity, a do it yourself (DIY) migration project might be feasible. But medium to large scale migration projects require expertise and experience. If you do not have the resources within your organization to manage the migration, it might also be worth consulting with a migration expert to evaluate various options and approaches.
5. Preparing teams for onboarding and training for new tools and processes
6. Execution
7. Validation
8. Reconciliation or error recovery
Final thoughts
Digital transformation initiatives rely on agility, adoption of modern technologies, and cloud-based applications. Application migration within the ALM ecosystem empowers DevOps initiatives and helps teams adopt best-of-breed tools without losing the historical data and linkages. The right migration approach should be tailored to an organization’s migration requirements and use cases. At the same time, you don’t have to compromise on data quality or productivity when you undertake a migration project. It is possible to retain accuracy, enrich and/or customize data for your new systems and perform a well-planned migration with zero downtime, and on budget.
Evaluate the ROI of different migration approaches, also considering factors such as downtime, impact of employee downtime/systems, compliance, delays in product release or the cost of inaccurate data/lost data.
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Sandeep Jain
Sandeep Jain is the Founder and CEO of OpsHub, Inc and a veteran in the technology space with a passion for building great products and solving customer problems. He holds over 20 patents in the area of data federation, replication, and synchronization technologies. Sandeep is the inventor of Bi-Directional Synchronization with Conflict Resolution.
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