Our system conversion process includes the following steps:
Before any conversion project, we start with a detailed needs analysis so we can develop a specific conversion plan. During this discovery step, we examine:
- The back-end database structure (e.g. how the metadata is stored, how many groups are there such as HR, AP and Loans)
- The document repository (e.g. file types and formats, annotations, size and object count)
- The destination system (e.g. how it is organized, its importing capabilities)
A project manager and development team will work together to develop a detailed scope of work. This document will contain a:
- Description of the current system including system structure, document organization and volumes
- Description of the destination system and how it is organized
- Mapping of data elements between the source system and the destination system
- Project schedule
- Critical success factors
After plan acceptance, a project manager and conversion team are assigned to your project. A copy of all the metadata and documents are collected to be converted at one of our facilities. Your system can stay up and searchable the entire time we're working so that you are never without your files. Your project manager will provide regular status reports to you detailing the progress of the conversion and highlighting upcoming events. You'll have one single contact you can rely on any time you have questions.
We always start with a sample delivery as a checkpoint to make sure everyone is on the same page and what you see is what you wanted. The sample is reviewed with you so you know what to expect as the project continues. When the sample is accepted, the final delivery is prepared. Import files are sent, usually on a portable storage device so the documents can be archived in the new system. This system can either be one that BMI installed or an existing system.