Migrating to WellDatabase

How It's Done

This guide is included in our onboarding and intended to show you just how easy the transition will be. If you have any specific questions, don't hesitate to reach out.

• 1 - Getting Started

  The ink is dry on the contract and we're ready to get to work. The first step here is a part of the broader onboarding process to help ensure we are all on the same page. This is a quick step that just helps set the foundation for things to come.

  • Welcome Meeting: First thing is to welcome you to WellDatabase and introduce you to the onboarding process.
  • Assign & Meet Your Dedicated Support Team: Introductions to the team that will be with you throughout the entire process. You'll meet the people and be given the contact details of your dedicated account manager and support team who will guide you through the migration process.
  • Outline the Migration Process: For this meeting, we just hit on a brief explanation of the key steps involved in migrating to our data service, so you know exactly what to expect.
  • Schedule Next Steps: The next steps will include training and meetings with the various groups that will need to be involved with the migration. We prefer to dedicate time to each group individually to help ensure that their exact needs are understood.

• 2 - Assess and Plan

  During this step, we meet with each individual group that will be using the WellDatabase platform or ingesting WellDatabase data. Individual meetings help us focus on the needs of each group and ensure a plan is in place for a smooth transition. We will step through the following with each group.

  • Understand Your Needs: An initial consultation to understand your specific data requirements, workflows, challenges, and goals. We like to fully understand what you are up against, rather than just what data you need. This helps us ensure that the solution is an exact fit for your goals and ideally, streamlines many of your processes.
  • Data Audit: Review the group's current data systems and identify the necessary steps for migration, including data formats, volumes, and any integrations required. This is an integral step, as this audit will help us ensure that you are clear of any purge requirements from your previous data provider. The good news here is that after WellDatabase is in place, you'll never have to worry about purge requirements again...we don't do that.
  • Create a Custom Migration Plan: Develop a tailored migration plan that includes a timeline, key milestones, and responsibilities, ensuring alignment with the customer's business operations. 
    
    

  Once these steps are in place, and we have a solid plan, we will discuss resources required. If not already outlined in the agreement, WellDatabase can help provide technical resources for the migration.

• 3 - Data Preparation and Transfer

  Now we're ready to roll. Whether you are providing the technical resources, or we are, we will be there with you every step of the way. Each group's migration plan will consist of the following steps.

  • Data Backup: As smoothly as this typically goes, we still want to back up everything that is in place. After doing this as many times as we have, we recognize that things can go sideways. This backup will ensure that we are able to roll the data back easily in case of an issue. 
  • Data Cleansing: During the planning phase, we will have identified any specific data points that need to be cleansed and/or processed in a specific way. We'll then assist you in cleaning and organizing the data to ensure that only relevant, high-quality data is transferred.
  • Secure Data Transfer: There are a variety of different formats and methods for accessing the data. We will work with you to ensure that the data you need is getting to right places, and that the process involved is easy to maintain. Throughout this process, we'll ensure compliance with all security protocols and privacy regulations.

• 4 - System Integration and Testing

  Things are looking good, and the data has been transferred. Now before we have a party, we'll need to tie up all the remaining loose ends.
  

  • Integration with Existing Systems: This step is only required for true integrations where data is being dynamically pulled into internal systems. This could be anything from internal databases, to CRMs, ERPs, or other business systems. Whether integrations to those systems require API calls, direct database access, or combinations of access methods, we'll make sure the systems get fully integrated.
  • Testing and Validation: As a part of the plan, we'll establish a number of tests that we'll use here to make sure that all data has been transferred correctly, and that the system is functioning as expected. We'll also validate data accuracy and accessibility to all systems affected.
  • Provide Training: At this point, we typically have provided general training on our portal and other tools. We'll also have been working closely with the technical team throughout the migration. The training at this step helps ensure that all users understand any new workflows, naming conventions, and datasets available. The goal here is to ensure that all users can effectively utilize the new system.

• 5 - Go-Live and Continuous Support

  We've made it. Data has been transferred, integrations created and tested, and users trained on the new data & systems. Sounds like a good time for a pizza party, right? Well, before we do that celebration, we want to take an extra step to make sure that everything is going well.
  

  • Go-Live: This step is sometimes a foregone conclusion for some groups and a major step for others. Regardless, we'll pay special attention to everything involved to ensure there are no snags as everything goes into production. Our goal here is to ensure a smooth transition with minimal disruption to operations.
  • Ongoing Support: Unlike some of our competitors, the onboarding is just the first step for us. We will provide continuous support post-migration, including access to a help desk, troubleshooting assistance, and regular check-ins to address any concerns or optimize performance.
  • Review and Optimize: Everything we planned went great of course, but as you continue to use the system, we may find areas for improvement. Knowing that this can be the case, we'll go ahead and schedule regular follow-ups to review the system’s performance, gather feedback, and suggest any necessary adjustments to improve your experience.

• 5.1 - Pizza Party!

  You remember having a pizza party at school? It was the best. We think it should still be that way. We also recognize that most of us technical types don't always get recognition for the work we put in. If everything goes right, well, it was supposed to. If things go wrong...let's just say they won't go wrong. Regardless, we want to show you just how much we appreciate your effort in helping WellDatabase, and your company. We'll coordinate with you to make sure everyone has the pizza they like (unless it's pineapple...we have our standards), or whatever the team wants for lunch on us. Everyone deserves a reward for a job well done.