How To Successfully Manage A CAFM Data Migration

A CAFM (Computer-Aided Facility Management) software data migration can be an intricate process which requires careful consideration, planning and execution. Since you’re here, the number one question on your mind right now is likely: where do I start?  

At SFG20, we’re more than just the golden industry standard for building maintenance specification. Our mission goes beyond ensuring that your buildings stand safe, tall and proud – our highly qualified team are also here to provide expert guidance on common challenges in the Facility Management industry, including how to transfer CAFM data. 

To ensure a smooth transition to your new CAFM system and minimise disruption to your organisation, follow our detailed step-by-step guide below. 

Phase 1: Steps To Follow Before Migrating CAFM Data 

1. Plan And Prepare Thoroughly: Begin by outlining the scope, timeline and resources needed for your data migration process. This plan should include identifying the data to be migrated, how stable the dataset is currently, its current format and where it will be stored in your new CAFM system. You'll also want to set standards to detect potential issues and decide on which migration approach to use. 
   
   
2. Organise And Clean Existing Data: Gather all relevant data from your current systems including legacy databases and spreadsheets. To ensure accuracy and consistency, make sure to clean and standardise the data by removing duplicate entries, correcting errors and filling in any missing information. 
   
   
3. Perform A Data Audit: Conduct a thorough audit of your existing data to identify any gaps, inconsistencies, potential conflicts and/or duplications. This step will help to ensure that all necessary information is accounted for and properly formatted before migration.
   
   
4. Data Backup: Ensure that all data involved in the migration has a backup to protect against data loss or corruption during the migration process.  
   
   
5. Define Data Structure And Mapping: Work with your new CAFM vendor to understand the new system's data structure and create a mapping strategy. This will involve determining how your existing data will fit into the new CAFM system i.e. to ensure it will correspond to the correct data fields and tables.  
   
   
6. Use Data Migration Tools: To help automate the data migration process and reduce the risk of manual errors, make sure to explore the data migration tools offered by your CAFM vendor or third-party solutions. Specialist resources may be required such as an extract, transform, load (ETL) developer, data engineer, system analyst, or a business analyst.  
   
   
7. Conduct A Pilot Migration: Before performing the full migration, run a pilot test with a subset of your data. This will enable you to identify and address any issues or inconsistencies in the migration process.
   

Phase 2: Steps To Follow After Migrating CAFM Data 

1. Validate And Verify Migrated Data: After the migration is complete, thoroughly check the transferred data for quality and the standards set in Phase 1. Take time to compare it against the original data to ensure nothing was lost or corrupted during the process. 
   
   
   
2. Train Users On The New System: Provide comprehensive training to all users who will be working with the new CAFM system to help them understand how to access and use the migrated data effectively. If you want to really engage end-users and stakeholders, don’t forget to communicate the benefits of the new CAFM software. Never underinvest in this area, as it is critical for the successful adoption of the new platform. You can use performance measures to assess how well the training and adoption maturity is going.
   
3. Maintain Data Integrity: Establish protocols for ongoing data management to maintain the accuracy and relevance of the information in your new CAFM system such as through regular data audits, updates and quality control measures.
    

Curious About Other Facility Management (FM) Software? 

If you’re considering changing FM software, don’t let the overwhelming amount of options hold you back from making a decision.  

SFG20’s ultimate mission is to make buildings safer - that's why we’ve created the Ultimate Guide To FM Software so that you can choose the right software that will help you run your facility efficiently and safely.  

We've poured over 30 years of practical knowledge and experience into this extremely valuable guide and had it validated by independent experts within the FM sector. You'll learn everything you could possibly want to know about FM software, including the different types, key features and benefits, the problems they solve, and more.   

There’s no email address required to access this guide - all you have to do is click the button below.