5. Data Migration

Originally written by John Hardwick, last updated Aug 16, 2023, on the Swan Retail knowledge base (FRS).

Part of: Implementation Guide

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This document offers a starting point re the subject of data migration, in particular transactional data, from a legacy system into SwanFRS.

Whilst it is important to be giving thought to how to migrate data from your legacy system to SwanFRS, it is only by completing the static data build and exploring the operational methodologies of SwanFRS, that you can make informed decisions as to how to approach a data migration.

There are many questions relating to migration from a legacy system to SwanFRS, no two migrations are the same. 

Swan^® is happy to assist with the formulation of a migration plan if required.

It is recommended that someone in your organization will be responsible for the setting up and execution of the SwanFRS Migration Plan.

It is recommended that you discuss the possibilities with your Swan^® implementation contact.

Type of Migration

There are two methods of ‘going-live’ with SwanFRS, these are –

Big Bang	All locations go live on the same day. This requires all stock to be entered into SwanFRS prior to go live. As effectively all processing ceases on one system and is migrated to SwanFRS, it is easier to manage the point of go-live but requires stringent controls and check points prior to go-live.
Phased	Locations go live one by one over a time frame, which may be in days or weeks. Options Notify SwanFRS of all stock prior to the first location. Notify SwanFRS of stock on a location by location basis Phased approaches need strong management and rigid processes to ensure sales, payments and stock is processed in the correct system.

Data Migration 

The first element of data migration is that of populating SwanFRS with static data (control data) forms part of the system build and needs to be completed before formal operational training can commence.

The second part of the data migration relates to transactional data. Areas to consider

• Sales Orders

• Purchase Orders

• Customers

• Payments / Customer Balance

• Stock

There are three possibilities –

The main decision relates to sales orders - other decision are influenced by this choice.

Clean start	Do not bring across open sales orders The drawback to this is that you may have to continue processing with your legacy system until all orders are completed or until it is viable to transfer the residue to SwanFRS.  This method means that ‘sold’ stock does not need to be entered into SwanFRS, deposits taken on legacy orders need not be entered but means that dual processing is required for a period.
Re-type	All ‘open’ orders are to be entered into SwanFRS prior to ‘go-live’ This method requires careful consideration to timing.  Only orders which are outstanding on ‘go-live’ date should be entered, however entering legacy orders mean you must plan to cater for balances and stock.
Hybrid	A combination of the two methods listed above. Start with the clear start process and then after a period when legacy orders are at a manageable level re-type into SwanFRS.

If open orders are to be entered then opening balances, open purchase orders and stock has to be entered in partnership with the order to ensure everything balances.

Once orders are entered they need to be managed, therefore effectively a pre-go-live is required whereby orders placed before the official go-live date are onwardly maintained once entered.

Following on from this decision, similar decisions need to be made for outstanding purchase orders and the management of the warehouse goods in / out during go-live.