Data migration is one of the most critical—and often most underestimated—components of any Applied Epic project. Whether you're moving from a legacy system like TAM or migrating from another platform entirely, mishandling the transition can lead to lost records, operational downtime, and compliance risks.
For project managers overseeing an Epic implementation or conversion, having a structured data migration plan is key to success. In this blog, we’ll walk through the essential strategies to take your migration from chaos to control.
Start with a Data Discovery Phase
Before you move a single record, you must understand what you're working with. The discovery phase involves:
- Auditing legacy data: Policies, client records, notes, attachments, and accounting entries
- Assessing data quality: Identify duplicates, outdated records, and inconsistencies
- Determining data ownership: Who is responsible for each dataset?
This phase gives you the clarity needed to estimate effort, assign roles, and avoid costly surprises later.
Establish a Data Mapping Strategy
Once you know what data exists, the next step is mapping it to the Epic data structure. A strong mapping plan includes:
- Field-by-field mapping documents
- Transformations (e.g., code value conversions, date formats)
- Mapping exceptions with business rules (e.g., "If Producer Code is missing, default to CSR")
Collaborate with Epic admins, business analysts, and legacy system SMEs to ensure mappings reflect operational workflows.
Prioritize Data Cleansing Early
Dirty data leads to poor user adoption and productivity losses. As PM, advocate for:
- De-duplication routines
- Standardizing data values (e.g., state codes, phone formats)
- Archiving or excluding old/inactive records
Data cleansing should begin well before the actual migration and continue through testing.
Test in Multiple Phases
Successful Epic migrations rely heavily on structured testing. Plan for:
- Dry runs with partial data to validate mappings and transformations
- Full test loads for UAT and stakeholder review
- Reconciliation reports to compare record counts and validate accounting balances
Testing should include both technical validation and end-user testing to ensure workflows operate as expected.
Plan the Cutover with Precision
Your go-live strategy can make or break the migration. Include:
- A clear cutover date and freeze period
- Backup and rollback plans
- Final data extraction windows and validation routines
- Go-live support schedule (especially for accounting and client service teams)
Communicate roles and escalation paths well in advance. The fewer surprises on Day 1, the better.
Post-Migration Support & Cleanup
Migration doesn't end at go-live. PMs should track:
- Open defects and data gaps
- Training gaps related to newly imported records
- Continuous feedback from users on missing or misaligned data
Set up a post-migration clean-up task force to resolve lingering issues over the first 30–90 days.
Final Thoughts
Managing an Applied Epic data migration isn’t just a technical exercise—it’s a business-critical project that requires collaboration, attention to detail, and proactive leadership. By investing time in planning, cleansing, testing, and post-go-live support, you’ll pave the way for a smooth transition and long-term success.
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Author: Kimberly Wiethoff