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f) Data Conversion and Migration Approach <br />IK Consulting and Gray Quarter staff have implemented and managed Accela's legacy Permits DOS, <br />Permits Plus, and Accela Civic Platform systems within various jurisdictions for more than 30 years; data <br />conversion being a critical piece of most of our full implementations. Our methodology and approach <br />ensure a seamless, accurate, and timely transfer of data for our customers. <br />The first step is a detailed review of the current system(s) where data exists and documenting those fields <br />(including data type and field size) that are to be migrated to the new system. Many times there will be <br />fields of data that, over time, have been deemed unnecessary and may not have a purpose in migration. <br />These will be identified at this time along with determining if incoming data will be historical in nature, or <br />if it needs to be functional for current/active projects. This step will involve both IKC/Gray Quarter and <br />City of Santa Ana staff to work together in evaluation. <br />Once the field coming from the existing/previous system have been documented the next step is to review <br />the new system field layout to ensure that there is configuration in place for all of the incoming data; and <br />adjusting configuration in the new system where appropriate. Primary responsibility for this will lay with <br />the IKC/Gray Quarter team, but will also require some work from City staff to assist with field definitions <br />which may not be clear. <br />Actual data conversion is generally accomplished within 3 passes/runs of the conversion. The actual data <br />conversion runs will be the responsibility of the IKC/Gray Quarter team, while the testing and verification <br />of the conversion results will be the primary responsibility of Santa Ana staff. <br />The first run is done into a testing system and generally highlights issues where either fields have not been <br />mapped properly and/or were overlooked for the needs of the jurisdiction. <br />The second run allows a staff to do a review of the adjustment/corrections made from the first runs review, <br />with a final critical look at the data and one last option for adjustments if needed. <br />The final run is the pass that will be implemented into the Production environment for use within the new <br />system at Go Live. <br />g) Data Cleansing and Mapping <br />A primary piece of data conversion is Data Cleansing and Data Mapping. <br />Data Cleansing involves the identification and resolution of data standards exceptions between the existing <br />and new systems that needs to be addressed, removal of duplicate data where it may exist and potential <br />transformation of data to fit the new systems standards and/or requirements. IKC and Gray Quarter staff <br />have extensive experience reviewing data and ensuring the cleanest data source possible. <br />Data mapping is another critical piece of data migration providing an automated definition of where all <br />incoming fields should be placed in the new system. IKC and Gray Quarter will set the standard mappings <br />and will work closely with City staff for jurisdiction specific fields that may require additional expertise to <br />define appropriate location in the new system. <br />h) Training Plan <br />Where possible, we recommend onsite training to allow for the most effective transfer of information. All <br />training sessions listed below have been quoted as onsite; however, web -based options are available for the <br />Page 120 <br />