Informed Group: Experts in Migration Projects

12-07-2024
Immigration

These clients preceded you

Migration projects to new software or platforms are crucial for maintaining modern and secure systems. A recent migration project, carefully managed by Informed Group, highlights not only the team’s unwavering commitment to technological advancement, but also their deep expertise in this area. We talked about this project with Johan van Soest, project and delivery manager and coordinator. Johan says “End users are usually unaware of these concerns; they are mainly observed by the IT department.” For instance, when the IT department can no longer get support from the supplier, it becomes necessary to migrate to a new system version to ensure continued support for all aspects. The end user only notices when the system no longer functions properly. “In this specific project, however, end users had not yet experienced any issues,” explains Johan.

The team behind the scenes

Besides Johan van Soest, Sander Hendriks, and Frank Wevers also played crucial roles in the migration project. Sander, as an architect and Documentum expert, was responsible for designing the new system version. Frank, the migration consultant, led the execution of the actual migration.

An overview

“Our client started using a system in 2017 that supports all legal processes,” Sander explains. This system allows the prosecutor to enter and release documents to both the court and the defence, ensuring timely actions are tracked. The system was built a few years ago in Documentum, an area Informed Group has extensive experience and deep expertise. However, support for a certain version of Documentum ends after a few years, similar to an old phone that stops working if it is no longer being updated. It then becomes essential to upgrade to a new version of Documentum because otherwise, the supplier no longer provides support, and increasing security risks can be exploited by malicious actors. “Upgrading the system was therefore necessary,” says Sander.

“In 2022, it was decided to upgrade to the latest version available at the time. Although preparations had already begun, approval to actually perform the update was still needed. Due to the complexity of the process within the organisation, this can sometimes take months. This involved setting up new servers and the latest database version – a complete overhaul. The implementation took longer than planned, which is usually the case. The business decision-makers indicated, ‘We are currently involved in a lawsuit; the migration must wait.’” Eventually, a point was reached where postponement was no longer an option. “As a consultant, it’s crucial to provide the right advice to ensure the project and the client’s operations are not jeopardised,” says Hendriks.

Roles and responsibilities

Each team member had a specific, defined role in the project. Johan oversaw project management, ensuring consistent progress. Sander, as a Documentum expert and architect, designed the new system version and ensured seamless server integration. Sander says, “My role as a Documentum senior, expert, and architect within the project is to lay a solid foundation and provide the organisation with the necessary fundamentals.” From that perspective, I designed the new system version. It’s a system with a dozen different servers, all of which [can] communicate with each other and have their own roles and tasks within the whole. “In the new version, the servers are configured differently than in the old version, and I, as the project architect, designed how these servers are best configured, communicate, and are organised.”

Preparation and execution

Before the migration could take place, extensive preparation was necessary. The team designed a migration plan and studied the documentation of the new platform version to understand what was required for a successful transition.

Frank led the migration itself. In his role, he safely transferred the data to the new system. “In the migration project, I was responsible for executing the entire migration.” I was assigned a dedicated server on which I could set up a database. In my approach, I used MigrationCenter, a software partner of Informed Group. This tool is specifically designed for multiple and complex migrations. I first analysed the old system to understand how the data was structured and then determined the best way to transfer it to the new system. “A pleasant bonus was that this transition was textbook and almost a one-to-one conversion. This process was significantly simplified in this migration.”

Lessons for the future

All team members gained relevant experiences and insights from this project and learned lessons they will apply in future projects. Johan emphasises the importance of good collaboration between consultant and client, and that flexibility is, of course, indispensable. “This project reaffirmed how crucial good collaboration is, with an understanding of personal situations at home and other social aspects. Everyone faces personal challenges alongside business obligations. “Thanks to the good cooperation with the client, who took this into account, the team could build a strong bond and work effectively [together].” Sander prefers automated testing to bring structure to chaotic situations. Frank highlights the importance of understanding the complexity of the task at hand and, of course, understanding the support software and other tools used.

The result for the client

Although the business user of the client does not directly notice a migration, a migration project results in a safer system for the entire organisation. Johan explains, “The vulnerabilities have now been removed, making the entire software system more secure. It doesn’t matter if the business user doesn’t directly notice this.”

This migration project by Informed Group demonstrates not only their technical competence but also their ability to successfully tackle and complete complex challenges. Integrating various outdated and unsupported legacy systems into a unified new environment without disrupting daily processes and operations is a success story Informed Group is proud of. With a dedicated team and a thorough approach, Informed Group consultants remain a reliable partner for all complex migration projects of business-critical software and data of any scale.

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