3.1 Data Preparation

This topic explains the steps to understand the data requirements and preparation.

Data Preparation

The data that is to be imported has to be prepared so as to satisfy the following conditions:

• The external data element being imported should have a corresponding equivalent in the system.
• The format (datatype, size) of the data element being imported should match that available in the system.
• In case of an automated take on, all data to be imported should be prepared in the required formats satisfying the above two conditions.

Resolve and Review the data

Formats containing the data required for conversion is provided in Annexure O. Advising the client to prepare the data in spreadsheets would be useful as importing data from spreadsheets to an RDBMS could be done easily. During the implementation, the team will:

• Review the information prepared by the client to check for compatibility of data to be imported
• Resolve any instances where the data is not in the required format
• Resolve situations where certain sets of information cannot be imported as they are not available in the system. The solutions for such situations would vary from case to case. The team should try to identify work arounds for the above situations with the objective of minimizing loss of information as far as possible.

Customization Request

There could be situations, thrown up from the data preparation exercise, where certain sets of information cannot be brought into the system as these are not available in FCIS. If the client insists on the capture of these sets of information, this will amount to a customization request. The stages in the processing of the request are as follows:

• The requirements have to be studied and exhaustively documented in the form of a Requirements document.
• The same will have to be communicated to the off site support team. The requirements will be evaluated in terms of the change impact and effort required for the customization.
• The cost implications are communicated to the client.
• On receiving the go-ahead from the client, the customization is carried out and tested.
• The modified programs and database structures are sent to the implementation team on site for continuation of the implementation

Communicate the data requirements

As mentioned under the pre-implementation tasks, a part of the data preparation can be carried out during the pre-implementation phase by communicating the data requirements (data elements, data type & size ) to the client in advance. This allows the clients to:

• Understand & seek clarifications on the data requirements.
• Prepare the data to be imported in the format required.
• Identify sets of information that cannot be imported into the system for resolution with the implementation team.