The idea to migrate software no longer visits solely the companies that utilize an old software implemented decades ago. With the current tendency to fast-develop new technologies, enterprise systems may become outdated even if they were only installed a couple of years ago. This state of things doesn’t just demonstrate how quickly new ideas are invented; it also shows why every business wants to avoid being left out on trends happening around them.
On the other hand, some companies find themselves stuck because they made bad choices at the beginning when they selected technologies that didn’t fit their requirements or didn’t allow any growth. Many organizations now acknowledge that they need to move on due to such things as aging out or those wrong fundamental decisions made during implementation time for critical tools.
At the same time, migrating a software is a rather complex decision, as inadequate planning and implementation bear the risks of operational downtimes, lost data, unmet needs, and associated financial inefficiencies. To minimize these risks, software migration requires careful objective definition, cost assessment, strategy planning, and the migration implementation itself.
This article is primarily written for people who are just starting out on the path to software migration, such as managers and employees who may not have previously come across this challenge. We cover practical topics to help you understand when migration is particularly important and what factors to consider when planning and migrating. To save it for you in one place, we’ve also included a comprehensive checklist designed based on TYMIQ’s hands-on experience and actionable insights.
What does software migration typically involve?
Software migration means transferring applications, data, or systems from one environment to another. This also includes relocating old applications onto new architectures or even between one service provider to another, accompanying by data transfer and hardware configuration changes.
Companies usually decide to perform a software migration to optimize business processes, increase performance, better relocate available resources, and ensure software scalability to accommodate growing needs or users base. Additionally, with the transfer to a new technology or environment, companies also get the possibility to leverage modern features coming with the updates.
This way, the success of the software migration process becomes a composite outcome, delivering benefits not only from a technical perspective but also from the business side. Despite the fact that software migration is a complex and often costly process, there are still factors that push companies to launch the migration as soon as possible. Read on, and you’ll probably find a one that resonates with your own challenges.
Why do companies decide to migrate?
The reasons to migrate from an old solution can be multiple, but you should definitely consider it in the near future if the following indicators are currently present:
Scalability and performance limitations
Initially serving well during the post-implementation period, your software may no longer fulfill the growing needs of your company over the years. For example, an e-commerce platform that initially handled 100 orders per day might currently struggle to process thousands of orders during periodic peak sales like Black Friday as the business grew up.
User satisfaction and retention rates depend directly on the speed and intuitiveness of system functionality, especially during high-traffic periods. Frequent slowdowns and crashes are likely to negatively affect customer experience and sales in general. Business owners who mind their current state and future development should consistently maintain the tools they utilize for business processes.
If your current system can’t keep up with the demands of your company, you should strongly consider the migration to a more modern platform in the near future, as the cost of delay will increase dynamically. It can be transitioning to a cloud-based platform or a more robust architecture to handle high workloads, prevent unplanned outages, increase performance, and enhance the user experience.
Outdated technology
Technologies that were initially implemented correctly may no longer satisfy your current business environment and needs. For example, a manufacturing company that originally used desktop-based inventory management software later switched to managing stock across multiple locations as they appeared. However, the initial technology couldn’t integrate with mobile devices or other modern systems, thus preventing real-time decision-making and delaying shipments.
Migration to a cloud-based inventory system would help the company support their mobility as well as automate data management, facilitate communication between warehouses, and gain visibility into their supply chain.
High maintenance costs
Old systems demand consistent maintenance and consume plenty of time and money in their support. For example, a financial services company uses an outdated accounting system that requires frequent fixes. IT staff implement and customize each update and patch manually, thus spending more time troubleshooting issues rather than focusing on innovation. In contrast, migrating to a modern cloud-based accounting system would bring operational stability and automatic updates from vendor.
Security vulnerabilities
Modern software must comply with strict security regulations, which is often challenging to achieve with outdated systems. Let’s consider a healthcare organization where compliance with safety is a top priority for industry. The organization uses an outdated electronic health records (EHR) system with insufficient access controls and a lack of encryption. Patient data is extremely sensitive, and its breach could lead to severe reputational and financial losses, which are highly detrimental to the organization.
Conversely, modern medical applications observe current security standards like HIPAA and GDPR, including multiple-factor authentication and sophisticated encryption mechanisms, thus protecting against malicious cyber-attacks. Therefore, transferring from old software would help enhance their security while ensuring patients’ safety through proper storage of their data.
Evolving business needs
Software should adapt to the changing business needs. Consider an example where a logistics company used paperwork and desktop applications to track its shipments in the past. But now the business has completely different environments like remote working, which requires real time data among other needs. As a result, the existing platform can no longer serve this purpose.
Nowadays, it’s difficult for staff members from various locations worldwide to be able to check updated statuses of incoming goods while sitting down in front of their computers; they do not have any access because there is no cloud synchronization. The above scenario calls for moving from desktops to cloud-enabled logistics management software combined with mobile applications, thereby enabling better organization between different departments as well as allowing instantaneous location updates on customers.
5 key factors to consider before software migration
Stagnating workflows caused by outdated software may force businesses to decide on launching migration immediately. In this hurry, businesses tend to focus solely on potential benefits, while neglecting to realistically assess possibilities and minimize the risks of complications. Let’s explore some of the factors that should also be taken into account when planning migration:
1. Protecting data integrity
Failure to carefully plan for backup and validation compatibility in systems might cause a lot of problems ranging from delays in operation to losses associated with finance. Though it is unfortunate, researches reveal that many organizations are likely to lose data because of poor preparations.
For example, an e-commerce company migrating its customer database to a modern CRM system could experience corrupted entries if fields in the new platform aren’t properly mapped. Protection against corruption during transfer is possible with careful validation and testing procedures.
To safeguard your data, you will need before migration:
Maintain complete backups: To safeguard against unforeseen errors that may occur during the transition, make backups of every critical data and system.
Verify data formats: Check for incompatibilities between old and new systems which carry information or even lose some parts altogether.
Run pilot testing: Perform deliberate trials to pinpoint possible failings prior to going live hence reducing the danger involved.
2. Preparing to overcome resistance to change
Moving from known technologies to those unfamiliar frequently causes resistance, and not only from your IT department, but across your organization. A disruption to their routine, lack of skills to adapt to a new system, or any other cause may make employees worry. Such a situation is even made worse if there is already an emotional attachment to old technologies that are deeply integrated into their operations.
For example, if a manufacturing organization decided to shift from a manual inventory system that has been in place for a long time to a cloud-based platform, the staff are like to reject the idea. However, by demonstrating how much less time could be spent by using this new system and showing that it gives more accurate results may make them change their minds.
To prepare your team for migration and mitigate the consequences, take this:
Engage stakeholders early: Involving main employees and teams in the transition right from the design level should make them feel valued because they are all important in the organization.
Highlight benefits clearly: Make them comprehend that the new system will aid them to achieve more in less time while at the same time solving old problems that have been there forever.
Provide leadership support: Give power to managers so as they can act as spokespeople to propel forward this transformation by establishing an adjustable environment.
3. Providing effective end-user training
In continuation to the previous factor, consider the possibility to train your employees after the migration. No matter how well-designed your new system is, it is going to be worthless unless employees can operate it correctly. Besides, not providing any training might result in low output levels and user discontent. Due to outdated practices, people will still keep on sticking to these habits even if they find them inconvenient, inefficient or even harmful, making their work more complicated.
A good example here is when financial companies move from traditional financial management software to cloud-based accounting systems. This requires accountants to undergo training on how these specific applications operate.
Key strategies to bridge the knowledge gap include:
Provide interactive learning tools: Provide hands-on environments or sandbox systems that do not affect live operations to employees for trainings.
Customize training programs: Develop trainings based on workflows used within specific employee groups with their personalized learning needs.
Ensure continuous support: Ensure easy reach to training resources like video tutorials, FAQs, and live help desks to aid employees post-migration.
4. Sticking to budget and schedule
Among the most common pitfalls in migration are time and budget overruns. This might lead to projects getting out of control due to lack of proper planning, resources constraints, and delays that will affect the entire business.
Take, for instance, a mid-sized retailer who migrates its inventory system. Due to underestimated integration costs with its existing POS terminals, the delay was scattered for several weeks. The impact could have been mitigated if the retailer had a reserve fund.
To maintain control:
Set clear objectives: Develop an application migration strategy and divide it up into manageable phases to move.
Allocate resources strategically: Think wisely when sharing the funds; do not make your team tired from doing this too much or making them do more than they can handle.
Build contingency plans: Plan in advance because problems come up all the time, so add some more days or money, just in case.
5. Ensuring smooth integration
Maintaining operational continuity during migration requires ensuring that the current tools, workflows, and third-party platforms are well integrated with the new system.
For example, a logistics company that was upgrading its dispatch software, discovered that their current GPS tracking system could not be integrated. The risk of service shut-down due to those upgrades was reduced through earlier testing and adjusting.
To ensure a seamless transition:
Review current systems: Identify fundamental processes and dependencies that are necessary to preserve in the new system.
Test compatibility: APIs, protocols, data structures must be checked to ensure that they are in agreement with each other in old and new versions of the systems.
Monitor post-migration performance: Continuously follow-up on the integration of systems for any potential problems that require attention after moving data.
Common steps of a system migration process
Typically, a migration process starts with defining objectives and assessing the requirements, then earlier testing so that to ensure there will be no loss of data or functionality. Depending on the process complexity, there might be multiple stages, from evaluating and selecting the right tools and ensuring compatibility to personnel training and post-migration support.
Below is a breakdown of the migration process for you to know what you would need to do and the reasons behind them.
1. Determine objectives
What’s the reason for migration? In order to move forward, you have to clarify the main points which cause such a move, such as outdated systems, performance limits, or scalability problems. Define what you want to achieve. Maybe that is how you want your system to work more reliably, spend less money or meet all necessary compliance standards? These objectives will direct your steps during the process and ensure that you keep your project focused.
Key tip:
Create a document that includes your objectives along with specific metrics that indicate success, like a percentage reduction in operational disruptions or a measurable increase in speed of operation. This can serve as your guiding reference throughout the migration process.
2. Conduct a comprehensive system audit
What does your current setup actually consist of? It’s best to conduct a system audit to have insight into all the complex things that take place within it already. For instance, you should determine all engaged applications, data, and hardware, as well as understand interdependencies. Besides, you should check how your old software interacts with third-party tools and workflows, as these connections can affect the migration.
Key tip:
Create a map of all system dependencies, even the ones beyond our immediate view. It enables the identification of potential barriers that could be encountered during transition.
3. Determine the right technology and method
What technology will best accommodate your needs? The importance of opting for the appropriate platform, tools, and migration technique cannot be overemphasized. You must therefore decide whether you’re doing a lift-and-shift migration, replatforming, or rebuilding from scratch. Select technology from available options based on compatibility with your existing systems, scalability potential, and future-proofing capabilities.
Key tip:
Test new tools in simulated, controlled environments before committing fully. A proof-of-concept project could show whether the solution you’ve selected aligns with your objectives and is compatible with your current system.
4. Draw up a data migration plan
How will you handle your data? Data migration is often the hardest part of any project because it involves the most amounts of work. Begin by classifying your data into essential, obsolete, and archived categories. If necessary, convert the data into a compatible format. Handle sensitive data securely during the migration.
Key tip:
Before starting the migration procedure, always create a full backup of your data. Confirm the backup is reliable by testing it, as well as prepare a fallback plan in case of error.
5. Test extensively in a sandbox environment
How will you verify the migration works as expected? Consider testing everything involved in your plans in a controlled sandbox environment before putting it to the live system. This allows you to simulate its usage in reality and detect any problems that may arise during operations. Focus on data integrity verification, system performance check, and user workflows.
Key tip:
During the test phase, involve end-users as experts. Their feedback on usability and functionality can catch problems you might overlook, especially regarding day-to-day tasks.
6. Prepare your team and train users
Are your employees ready for the change? If they don’t have proper training, it will be almost impossible for them to make such changes in a smooth manner. Teach different user roles in the company through specialized training programs–some employees might be well versed with the selected technology, while others may not possess any knowledge in this area. By doing so, you can provide them with necessary information so that they can utilize the new system immediately after coming into office on Monday morning.
Key tip:
Offer hands-on practice within a sandbox environment, combining with structured training. Support it by easily accessible docs and video tutorials as long-term assistance.
7. Execute the migration
When is the best time to make the transition? To minimize disruptions, it is perfect to move only in low-activity periods, such as weekends or holidays. Use a stepwise approach to move smaller components first, testing as you go. Monitor progress closely to catch and resolve issues early.
Key tip:
Have a contingency plan ready in case something unexpected happens. A rollback strategy can save both time and effort where critical errors happen during migration.
8. Validate the system post-migration
Does the new system work as expected? Check whether the system functions well in the real environment after being moved from one platform to another. Confirm that the data is accurate and analyze the performance of your system against your set objectives. Make sure end users get all intended services and resolve any other arising issues promptly.
Key tip:
Use a checklist to verify each component of the migration systematically. Ensure you do not miss anything by involving end-user’s feedback.
9. Monitor and continuously optimize
What happens after migration? Your work doesn’t end with implementation. Regularly monitor the system performance. Engage analytics to identify inefficiencies and address them proactively. Security updates, performance tuning, and feature enhancements should become part of your ongoing strategy.
Key tip:
Establish automatic monitoring tools to follow the system health and flag potential issues before they escalate. Continuously review feedback from users to keep the system well-suited for them.
Create your own application migration checklist, or use ours
We’ve incorporated the useful information from the article and our reengineering hands-on experience into a single checklist to simplify your navigation during the preparation for migration and the migration process itself. We aimed to keep it concise by including only the essential points rather than overloading it with heavy details. Depending on the scope and objectives of your migration, you can customize this checklist to suit your specific case by excluding irrelevant points and adding new factors as needed.
Make sure that the decision to migrate is carefully weighed. Consider all the pros and cons to understand if the process, with its expenses and hurdles, will still bring you more savings and effectiveness in the long term. Below is a list of indicators that help you define the necessity to upgrade soon:
- Does your application handle increased user traffic or data volumes without losing speed or experiencing an outage?
- Do you experience delays in response times, system downtime, or performance issues during peak operational periods?
- Can your current system accommodate the growing requirements of your business without significant manual intervention?
- Are you unable to integrate your current software with modern tools or platforms essential to your business operations?
- Does your technology lack support for mobile access, cloud compatibility, or other features critical to today’s workflows?
- Are your competitors leveraging more advanced technology, putting you at a strategic disadvantage?
- Are you spending a large portion of your IT budget on updating and fixing problems within the current system?
- Do frequent breakdowns or manual fixes make the productivity of your team suffer?
- Are your IT staff overwhelmed with maintaining old software instead of focusing on innovation?
- Does your current system meet industry-standard security protocols such as encryption or multi-factor authentication?
- Have you experienced or are you at risk of cyberattacks due to outdated software?
- Are you compliant with regulations or standards relevant to your industry, for example, GDPR, and HIPAA in healthcare?
- Does your software support new operational models, such as remote work or real-time data sharing?
- Are employees or clients frustrated by the inability to access data or collaborate effectively across locations?
- Has your business outgrown the capabilities of your current system, requiring workarounds or manual processes?
- Are your current systems unable to provide advanced analytics to get actionable insights?
- Do you rely heavily on spreadsheets or manual data analysis?
- Are you having a hard time finding skilled professionals to keep up and improve your outdated systems?
- Does the retirement or turnover of staff with expertise in your old software cause knowledge gaps in your organization?
Key tip: Create a document that includes your objectives along with specific metrics that indicate success, like a percentage reduction in operational disruptions or a measurable increase in speed of operation. This can serve as your guiding reference throughout the migration process.
Calculate all expenses needed for migration, which include:
- Time and resources for migration assessment, including the definition of business requirements.
- Licenses for new platforms or tools required.
- Expenses for new infrastructure, cloud, or server (virtual machines, storage, data transfer, staging, or sandbox environment for testing).
- Data migration, which includes converting it to the formats compatible with the new environment, data cleaning, transfer, and validation.
- New system customization to business needs, industry regulations, as well as integration with existing systems.
- Testing and QA costs, including testing tools licenses.
- Training and onboarding of the users into the new system.
- Post-migration maintenance and support.
- Have you selected the most suitable platform, tools, and migration strategy?
- Have you developed a strategic plan allowing additional time and budget for unpredictable setbacks?
- Have you allocated resources effectively, avoiding burnout or overextension of your teams?
- Is all the team aligned with the migration necessity and expected results?
- Does all the team accept the migration plan and potential challenges?
- Are you and the team aware of the training needs and ready to take on the associated activities?
- Have you backed up all critical data and systems to protect against unexpected errors during the migration process?
- Have you checked for conflicts between the old and new environments, ensuring all data is compatible and preserved during the move?
- Have you conducted pilot testing to identify issues in advance, reducing risks when transitioning to live systems?
Have you simulated the real usage of the selected solution in a controlled sandbox environment? This allows you to uncover issues without disrupting operations. Focus on validating data integrity, system performance, and user workflows.
Key tip: During the test phase, involve end-users as experts. Their feedback on usability and functionality can catch problems you might overlook, especially regarding day-to-day tasks.
To minimize disruptions, move only in low-activity periods, such as weekends or holidays. Use a stepwise approach to move smaller components first, testing as you go. Monitor progress closely to catch and resolve issues early.
Key tip: Have a contingency plan ready in case something unexpected happens. A rollback strategy can save both time and effort where critical errors happen during migration.
Check whether the system functions well in the real environment after being migrated. Confirm the data accuracy and analyze the performance of your system against your set objectives. Make sure end users get all intended services and resolve any other arising issues promptly.
Key tip: Use a checklist to verify each component of the migration systematically. Ensure you do not miss anything by involving end-user’s feedback.
Equip the users with the knowledge and skills needed to use the new system effectively. Teach different user roles in the company through specialized training programs – some employees might be well versed with the selected technology, while others may not possess any knowledge in this area.
Key tip: Offer hands-on practice within a sandbox environment, combining with structured training. Support it by easily accessible docs and video tutorials as long-term assistance.
Regularly monitor the system performance. Engage analytics to identify inefficiencies and address them proactively. Security updates, performance tuning, and feature enhancements should become part of your ongoing strategy.
Key tip: Establish automatic monitoring tools to follow the system health and flag potential issues before they escalate. Continuously review feedback from users to keep the system well-suited for them.
Wrapping up
Migrating software requires a lot of consideration analysis, preparation, and cautious validation. Focusing only on the advantages is not enough, as making a decision that way is unlikely to deliver the desired results. To maximize migration efforts, it is important to understand both why you are moving and how you plan on doing it most effectively.
If you are unsure about how to go about planning or implementing your migration, feel free to reach out to TYMIQ. We will guide you in evaluating your current environment, planning the migration, as well as taking the right steps during and after it by utilizing our best practices. Contact us for an in-depth consultation for free.
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