Data Migration of Document Repositories

Overview

As a seasoned project manager with HighPoint, Michelle Olmstead successfully spearheaded the complex migration of CMS’s two distinct document repositories from traditional Oracle environments to the innovative Call Center Operations Connect (CCOC) portal. This significant transition required Michelle to expertly oversee both technical teams and a diverse array of stakeholders, including subject matter experts and end users, to ensure a seamless integration of critical content management systems.

She meticulously coordinated workflows and timelines, addressing potential challenges and obstacles proactively to maintain the integrity of data throughout the process. Additionally, she prioritized accessibility for all users, implementing best practices to ensure that the new portal was user-friendly and effectively met the needs of various stakeholders. Her exceptional leadership and strategic vision were instrumental in driving the project to completion within a compressed timeline, ultimately enhancing the overall efficiency and functionality of the organization’s content management systems. Michelle’s dedication not only contributed to the project’s success but also fostered a collaborative environment that encouraged innovation and teamwork.

Challenges

Short Deadline: CMS mandated the sunset of two Oracle-based document repository systems, giving the team only five months to complete the migration.

Complex Data Migration: The proprietary nature of the data within the Oracle systems necessitated intricate extraction and preparation processes for seamless ingestion into an IBM-based server environment.

Coordination Among Multiple Stakeholders: The successful migration required effective collaboration among various government contractors, alongside key stakeholders from the Call Center Operations (CCO). Additionally, other contractors utilizing the two document repositories played a vital role in this process.

Ensuring User Accessibility: The project required thorough validation of permissions and security groups to guarantee that users could access the new environment without disruption from Day 1.

Approach

From project inception to completion, Michelle effectively addressed both technical challenges and stakeholder needs. Her methodology was marked by strategic actions and collaborative efforts:

Requirement Gathering and Stakeholder Management: Following CMS’s decision to decommission the Oracle document repository environments, proactive coordination with various stakeholders was undertaken to gather comprehensive requirements. Workshops and meetings were organized to ensure that all viewpoints were considered and that every stakeholder had a voice throughout the process. By facilitating system demonstrations and maintaining open communication, alignment with the project’s objectives and challenges was achieved. Regular check-ins with CMS and other partners fostered transparency and provided consistent

Technical Leadership: Collaborating with technical teams, crucial guidance was provided through the complexities of developing a robust data migration strategy. This involved conducting in-depth analyses to determine the optimal approach for extracting data from Oracle WebCenter, converting it into a readable format (JSON 64-bit), and preparing it for efficient ingestion into the new environment. When unexpected challenges arose, such as discrepancies in data formats or missing information, close collaboration with solutions providers allowed for swift implementation of necessary tools and processes, minimizing disruptions to the timeline.

Data Mapping and Validation: Over a three-month period, the team collaborated closely to meticulously map the data for migration. This process included updating JSON file templates to meet specific requirements and ensuring the data’s suitability for its intended use. Data validation was a critical step; the team worked iteratively and collaboratively to address issues as they emerged. This proactive approach led to a second full migration, essential for confirming data integrity and ensuring accurate and reliable data transfer.

Ensuring User Accessibility: Recognizing the importance of user access, coordination with multiple stakeholders, CCO, and other partners was conducted to thoroughly vet permissions, validate security groups, and guarantee seamless user access to the new IBM-based document repositories. This migration involved extensive updates to URL links across Medicare and Marketplace products, crucial for ensuring uninterrupted service for Customer Service Representatives (CSRs) and minimizing potential downtime.

User Acceptance Testing (UAT): Michelle led the UAT process in two phases. These tests required full participation from the CCO team and the development team to ensure the new system met all functional and performance requirements. Michelle organized training sessions and provided comprehensive documentation to guide participants through the testing process, facilitating a thorough evaluation of the system’s capabilities and user experience.

Managing Go-Live: Michelle played a pivotal role in ensuring the Go-Live date of July 31 was met without issues. She coordinated closely with all stakeholders, facilitating meetings to address any last-minute concerns. Her leadership in maintaining open communication with CMS and other partners was instrumental in keeping the project on track, proactively identifying and addressing issues. By providing clear guidance and support, Michelle ensured a smooth transition to the new system, ultimately contributing to the project’s success and user satisfaction.