Data Migration Process
This article outlines our process for handling data migrations. Data migrations include server migrations, PMS migrations, and imaging database migrations. Click here to view the Excel version of the Data Migration Process.
Phase
Task Description
Parent Task
Assignee
Due
Resources
Planning / Requirements
Schedule migration
Project Manager
No less than 8 weeks prior to planned migration date
Planning / Requirements
At start of project, gather former server information, internet quality, and third-party apps
Engineer
Project start
Server Buildout Notes
Planning / Requirements
Physical Servers: Document new server requirements
Engineer
No less than 8 weeks prior to planned migration date
Server Buildout Notes
Planning / Requirements
Physical Servers: Order hardware
IT Manager
No less than 7 weeks prior to planned migration date
Server Buildout Notes
Testing / Proof of Concept
Schedule PMS Test conversion
Project Manager
No less than 6 weeks prior to planned migration date
Eaglesoft - OpenDental
Dentrix - Decrypt Documents
Planning / Requirements
Virtual Servers: Build in Azure
Engineer
No less than 5 weeks prior to planned migration date
Azure OD Release Notes
Testing / Proof of Concept
Gather Admin credentials to current PMS – check bitwarden
Schedule PMS Test conversion
Engineer
No less than 2 days prior to scheduled test conversion
Testing / Proof of Concept
Install trial version of OD on middle-tier server (new)
Schedule PMS Test conversion
Engineer
No less than 5 weeks prior to planned migration date
Azure OD Release Notes
Testing / Proof of Concept
Grant Open Dental access to original PMS server to extract data
Log into PMS with Admin credentials
Connect Open Dental to PMS to extract data
Schedule PMS Test conversion
Engineer
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Open Dental delivers converted test data to middle-tier server (new)
Schedule PMS Test conversion
Engineer
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Point OD trial to test data
Schedule PMS Test conversion
Engineer
No less than 5 weeks prior to planned migration date
Open Dental - DB pointing
Testing / Proof of Concept
Install OD trial on workstations (refer to ticket)
Schedule PMS Test conversion
Tech
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Create testuser login credentials (Admin rights, username = testuser; pw = testuser)
Schedule PMS Test conversion
Tech
No less than 5 weeks prior to planned migration date
Creating a User in Open Dental
Testing / Proof of Concept
Send instructions to log into OD with credentials to practice manager, Mary Hribar, and Jenn Stilwell
Schedule PMS Test conversion
Tech
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Test imaging program bridge
Schedule PMS Test conversion
Engineer/Tech
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Setup program bridge to imaging software
Test imaging program bridge
Engineer/Tech
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Select patient in OD and click on imaging button to launch imaging software
Test imaging program bridge
Engineer/Tech
No less than 5 weeks prior to planned migration date
Testing / Proof of Concept
Testing will determine if images or OD database will need renumbering/maintenance before the bridge can be setup
Carestream: most likely needs to be renumbered by Open Dental for go-live because it is mapped to chart number and not patient ID
Test imaging program bridge
Engineer/Tech
No less than 5 weeks prior to planned migration date
Planning / Requirements
Discovery call with Engineer and Tech
Engineer
No less than 1 week prior to planned migration date
Planning / Requirements
Create a list of all required software and data to be migrated
List will always includes Lightwave Analytics (C:LWD:\)
Discovery call with Engineer and Tech
Engineer/Tech
No less than 1 week prior to planned migration date
Planning / Requirements
Create a list of third-party add-ons
Discovery call with Engineer and Tech
Tech
No less than 1 week prior to planned migration date
Planning / Requirements
Create a list of software/applications where credentials are required
Discovery call with Engineer and Tech
Engineer/Tech
No less than 1 week prior to planned migration date
Planning / Requirements
Note any nuances or special circumstances
Discovery call with Engineer and Tech
Engineer
No less than 1 week prior to planned migration date
Planning / Requirements
Gather credentials (as needed)
Discovery call with Engineer and Tech
Tech
No less than 2 days prior to planned migration date
Planning / Requirements
Virtual Servers: Document new server requirements
Engineer
No less than 1 week prior to planned migration date
Planning / Requirements
Physical Servers: Install hardware
Tech
No less than 1 week prior to planned migration date
Planning / Requirements
Physical Servers: Confirm connectivity with Engineer
Physical Servers: Install hardware
Tech
During hardware installation
Implementing / In Progress
Data migration
Engineer
Start no less than 1 week prior to planned migration date
Implementing / In Progress
Apply all Windows OS updates
Data migration
Engineer
Start no less than 1 week prior to planned migration date
Implementing / In Progress
Setup DNS (Azure only)
Data migration
Engineer
Start no less than 1 week prior to planned migration date
Implementing / In Progress
Install all required software (former server info list)
Data migration
Engineer/Tech
Start no less than 1 week prior to planned migration date
Implementing / In Progress
Migrate data
Data migration
Engineer
Start no less than 1 week prior to planned migration date
Implementing / In Progress
After data migration, verify that all programs work (e.g., login, access database, data is current)
Data migration
Engineer/Tech
No less than 1 day prior to planned migration date
Implementing / In Progress
Reconnect third-party add-ons – Tech
Data migration
Tech
Migration date
Post-Implementation
Onsite tech support for day after migration
Tech
Go-live
Post-Implementation
Ensure connectivity and access to applications
Onsite tech support for day after migration
Tech
Go-live
Post-Implementation
Ensure third-party add-on connections have been reestablished
Onsite tech support for day after migration
Tech
Go-live