
- Home
- / What we do
- / Case Study 2
Data Migration of Document Repositories
- Client: Centers for Medicare & Medicaid Services (CMS)
- Project Duration: 5 months
- Sector: Government, Healthcare, IT Infrastructure
Overview
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

- 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.
Outcomes

On-Time Delivery: Despite a challenging timeline, the project was successfully completed as planned, adhering to a non-negotiable five-month deadline for the data migration.

Successful Data Migration: The data migration was executed seamlessly, with a follow-up migration confirming the integrity of all information. Proprietary data was efficiently converted and integrated into the new server environment, successfully addressing previously identified technical challenges related to the transition from an Oracle server.

Seamless User Transition: With careful planning and collaboration among stakeholders, users enjoyed a smooth transition to the new environment, ensuring uninterrupted access. Permissions and security validations were established to guarantee that users had the necessary access from Day 1.

Stakeholder Satisfaction: Throughout the project, transparency and consistent communication were maintained, effectively managing expectations. CMS and all stakeholders were kept regularly informed of progress and any changes, ensuring alignment with CMS’s objectives and timelines.
If you need assistance with your LMS implementation, reach out to Human Computing today!

Human Computing is a woman-led and veteran-owned small business
certified by the SBA.

Company Details
Cage Code: 8CQP9
Unique Entity ID: TJF9TU1KVUR1
Duns Number: 043686797
Business Designations Certifications:
Veteran Owned Small Business Enterprise(VSBE) Program
Primary NAICS: