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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 20 <br />