Heraclitus once said, “The only thing that is constant is change.” Technology changes every day and legislation changes too, a bit slower but changing still. And over time, some software providers go out of business or are merged into another company. This makes the case management field an ever-shifting horizon. It’s very easy to find your organization running an outdated, unsupported case management system. This would lead to an unavoidable migration onto a newer, intelligent case management platform.
Here are a few tips on how to make this migration in a more structured, informed manner.
First Things First: Why Intelligent Case Management?
Intelligent case management platforms like ArkCase streamlines, accelerates and automates case processes by capturing and storing information. It improves decision-making by providing the right information in context. The starting point for many case processes is an online submission form or a paper document, like applications and service requests. A case is then created and an established business process is governing the case from creation to completion. That process usually involves various people and systems throughout the case’s life cycle.
The case may change as it progresses, so the process must be flexible enough to allow human input and guidance, as needed. The manual (human) input and documents that flow into and out of the case result in human-driven, system-supported decisions that will make your business more efficient, competitive, and more agile.
This Intelligent case management provided by modern software like ArkCase is different than traditional BPM (business process management) tools in these four ways:
- Automation extends the entire life cycle, not just to the business process. ArkCase goes the extra mile and allows archiving of cases and documents
- Human decision-making invokes workflows. ArkCase allows for point and click configuration whenever a change in forms or workflows is needed.
- ArkCase offers integrated ECM capabilities, not only case management.
- The case is the core organizing principle. With ArkCase there are no “system-imposed limitations” as the platform is built to make sure people can get the job done.
Seven critical capabilities are crucial for modern case management platforms, and ArkCase covers them all:
- Information capture and extraction
- Business process management
- Content management
- Business analytics and reporting
- Rules management
- Compliance and record retention
A variety of vendors offer each of these capabilities in some form. However, only a few offer all seven in one integrated platform (with ArkCase being one of them).
Factors for Success: Plan Before You Start With Data Migration
What makes data migration successful? This sounds like an easy question to answer. A successful migration is one where all the data is successfully migrated. Easy-peasy, right?
Well, of course, we know that there is a lot more to it than this, but in fact, many projects have no criteria for success other than moving the data from point A to point B. As a result, they get into all sorts of trouble.
Data quality is a criterion for success. But what precisely does that mean? Who determines the rules for data quality? How will the rules be tested for success? Who does the testing – internal or supplier staff? Do you have the skills to test? What stages should you test for data quality? These are all questions that require a proper answer and if you need help with this, we at ArkCase can help you out. Just get in touch with us and we can discuss each question.
Next step, you have to think beyond the physical act of data migration and consider the actual end-goal: a fully operational target platform.
Your data has to meet the specifications of the application logic, target system interfaces, and user requirements. So you need more specifications and rules to define the “right data.” Not always easy when you are literally dealing with a moving target.
In some cases your organization will not need to migrate all data onto a new case management platform. The issue of the “right data” to migrate can reduce the workload, and consequently reduce the cost of migration.
Next step, timing is the key. If you migrate all data and content correctly, but it takes a year longer than expected, is it truly a success? Technically yes since the data migrated – but operationally it is clearly a failure. So you need to consider the time as factor to your success criteria.
Now you probably saw how complex and, more importantly, how crucial it is to perform data migration right the first time around. So while you are putting together the migration plan, make sure you give more than a brief moment to the topic of criteria to use for a successful migration. If you ignore your criteria for a successful migration, your project might quickly become another negative statistic. Therefore, consider some of the steps above and seek an expert opinion.
Even better, think of getting together with a company that does case management migration. ArkCase has several trusted partners that have years of experience in data migration and complex case management system integrations for large corporations and government agencies. Reach out to us and we can help you get in touch with the right case management migration consultant to help you out during the planning and actual migration.