Here was the challenge: the owners had decided to transition from Splose to Power Diary (PD) as their main Content Management System (CMS). However, the final move faced repeated delays, turning what seemed like a straightforward data migration into a prolonged and complex issue.

Originally planned as a simple data migration to be performed by the Power Diary Data Migration Team over the Christmas break of 2023, the project quickly snowballed into chaos. The initial data migration was completed at the end of 2023, ensuring all data was up to date on PD as of the end of the previous year. However, staff continued using Splose in the new year, adding new data to the old software and complicating the transition to PD.

Tackling the Migration Challenges

Faced with the need for several manual updates to keep PD in sync with the continued use of Splose, I decided to take over the management of this software switch. To streamline the process, I broke it down into a few crucial steps:

  1. Identifying Essential Data Sets
    • Client Information
    • Calendar Appointments
    • Progress Notes
    • Waitlist
  2. Categorising Tasks
    • Tasks I Could Perform Myself:
      • Updating the waitlist
      • Updating new clients added since the start of 2024
    • Tasks Requiring Consultation with the PD Data Migration Team:
      • Calendar Appointments
      • Progress Notes

By setting a firm deadline for the following Monday, giving myself just a week, I coordinated closely with the PD Data Migration Team. This collaborative effort allowed us to complete the necessary updates and have the software ready for use by Monday, February 5, 2024.

Achieving a Smooth Transition

Through extensive planning and effective communication, we successfully navigated the challenges of migrating from Splose to Power Diary. The key to our success was breaking down the task into manageable steps, clearly identifying responsibilities, and maintaining a strict timeline.

This experience underscored the importance of adaptability and proactive problem-solving in managing software transitions. By taking charge and fostering collaboration, we turned a chaotic situation into a smoothly executed migration, ensuring minimal disruption to our operations.

My Thoughts

Data migrations, especially between frequently used systems, are rarely straightforward. However, with a structured approach and clear communication, even the most challenging transitions can be effectively managed. The successful migration to Power Diary has positioned us for improved efficiency and better data management moving forward.

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