PIPELINEGuide
Data migration: measure success instead of guessing
Without a metric defined in advance, you can't say afterward whether a data migration was worthwhile. Which numbers work, which mislead, and when to collect them.
The success of data migration can only be measured if the baseline value was recorded beforehand — two weeks of tracking is enough. Useful metrics are processing time per case, proportion of cases that complete without intervention, and external response time. Team satisfaction in the first two weeks is not a useful benchmark.
01 — Measurement
How you measure success
- Define the one number beforehand. Without a baseline value, nothing can be proven afterward. Two weeks of tracking is enough for a reliable reference point.
- Processing time per case. The most direct metric: How long does the affected process take today, how long afterward.
- Percentage of cases that complete without intervention. This ratio typically rises significantly in the first weeks when refinements are made — it's the best early indicator.
- External response time. How quickly does someone who inquires receive an initial binding answer.
- What you should not measure: Team satisfaction in the first two weeks. Every transition feels worse initially than it actually is.
02 — Calculation
How to calculate it
Four numbers are enough: How often does the process occur? How long does it take? What does an hour cost internally? And what does the solution cost — one-time plus operation over three years?
An example: A process that occurs twice a week and takes 40 minutes each time ties up around 69 hours per year. At an internal hourly rate of 45 euros, that's roughly 3,100 euros per year locked in there. If a solution reduces this effort by two-thirds, it often pays for itself — depending on the actual quote — within one to two years. We'll give you the exact figure for your case after the initial meeting.
This calculation is deliberately conservative: it only accounts for the time saved, not the errors avoided or the orders that come through due to faster response. In practice, the benefit is usually higher — but you shouldn't count on it before you've measured it.
03 — Context
What experience shows
The effort of migration lies almost entirely in data quality — not in transferring.
04 — Questions
Frequently asked questions
How long does a migration take?
The transfer itself usually hours. The time goes into analysis, rules, and trial runs — typically two to six weeks, depending on the condition of the legacy data.
What happens to attachments and documents on the record?
They are transferred along, provided the target system supports them. Where the format doesn't fit, it's clarified beforehand whether conversion is necessary or external storage remains more practical.
What if something is missing after the switchover?
That's why count protocol and fallback option: the legacy inventory remains untouched until acceptance is complete. Subsequent additions of individual areas are possible.
Do we take everything?
Rarely makes sense. Dead records, test datasets, and ten-year-old transactions burden the new system. We recommend migrating the active inventory and keeping the rest archived and accessible.
How do we ensure nothing gets lost?
Through the count protocol: number of records before and after is compared, samples are checked for content. Only after this acceptance is the migration considered complete.
Can we keep working in parallel?
For short transitions yes, with a cutoff date. For longer migrations, you typically continue working in the legacy system until the switchover and transfer the additions at the end.
Do we need access to both systems simultaneously for the migration?
Yes, at least for the period of trial runs and the actual switchover. After that, access to the legacy system can be restricted or terminated.
Next step
Initial assessment, no obligation.
Briefly describe what you need. You'll get an honest answer about what's realistic and what it will roughly cost.