How to Prepare Your Insurance Company for a Data Migration Project

According to Gartner, 83% of data migration projects either fail or exceed their budgets and schedules. A study by Experian revealed that 64% of data migration projects analyzed went over budget, with only 46% delivered on time.

Data migrations are costly overall, but failed migrations hurt even more.

Is it worth the risk? Most of the time – yes. After all, you want your company to grow, right? Staying with the same old legacy systems is like having your family grow but staying in the same small house, with the same old utilities.

A successful insurance data migration will give you improved efficiency, better data quality, and enhanced data accessibility, leading to better decision-making capabilities.

In this article, we will cover how to prepare your insurance company for a data migration project.

Key Takeaways:

Planning and stakeholder involvement are key to a successful insurance data migration.
The right insurance data migration tools and methodologies are important for transferring data with minimal disruption.
Data integrity, security, and compliance are top priorities throughout the migration process.
Thorough testing and post-migration reviews are essential to identify and resolve issues.

Insurance Data Migration Process Planning Phase

Data migration is not a task to be taken lightly. Proper planning can make or break your project. Start by taking inventory of your current systems and data. Review your legacy systems and assess your insurance data. This will help you identify what data needs to be migrated and what can be left behind.

Next, define your migration objectives. What do you want to achieve? Are you looking to improve data access, simplify operations, or prepare for growth? Your objectives should align with your business strategy.

Assess how much data needs to be migrated and evaluate your current data management practices. This will help improve data accessibility in the new system.

Don’t forget to involve key stakeholders across your organization, including IT teams, business unit leaders, and data managers. Each brings a different perspective that can help your insurance data migration succeed. Define clear communication channels, roles, and responsibilities early on to ensure everyone is working towards the same goal.

Choosing the Right Migration Approach

Choosing the right insurance data migration methodology is not a decision to be taken lightly. You have two options: big bang or phased migration.

A big bang approach involves transferring all data at once, usually over a weekend or during planned downtime. It’s faster but riskier. If something goes wrong, you could face significant business disruption.

A phased approach involves migrating data in stages, whether by business unit, data type, or customer segment. It’s slower but allows for more control and easier troubleshooting.

Your choice will depend on the volume of data, the complexity of your systems, and your tolerance for downtime. Consider these factors before deciding.

Once you’ve chosen your approach, select the right insurance data migration tools for the job. Look for software that can handle the volume and complexity of your insurance data. Ensure it’s compatible with both your legacy systems and the target system. The right tools will make the insurance data migration process smoother and reduce the risk of data corruption or loss.

Consider cloud migration options if you're looking to leverage cloud storage for scalability. Evaluate potential compatibility issues between your old system and the new one.

Data Preparation and Cleansing

Cleaning your data thoroughly before migration is essential for success. This involves removing unused data, standardizing data formats across systems, and ensuring data quality. Clean data helps any data migration tool work without error and reduces the need for double-checking.

If not, you could repeat mistakes from a multinational electricity and utilities organization that, in 2012, went live with their SAP implementation without properly reconciling and validating their data. This led to issues such as:

Inability to process 15,000 vendor invoices.
Incorrect employee payments.
Inaccurate financial reporting.
$6 million in overpayments and twice as much in underpayments and deductions.

Start by identifying and resolving quality issues. Look for duplicates, outdated information, or inconsistent formatting.

Standardize your data formats across all systems. This is crucial if you’re consolidating data from multiple legacy systems. Consistent formatting ensures smoother migration and fewer errors.

Remove unused or redundant data prior to migration. This will simplify the process and enhance data access in the new system.

Remember, the quality of your migrated data will only be as good as the data you start with. Investing time in data preparation and cleansing will pay off in the long run by providing a cleaner, more accurate dataset in your new system, leading to better business insights.

Data Security and Compliance

When preparing for your insurance data migration project, it's crucial to identify where sensitive customer data is stored across your systems and carefully plan how to migrate this information while maintaining its security and integrity.

Data security is non-negotiable in the insurance industry. Protecting data throughout the migration process is critical. This includes encrypting data in transit and securely storing it in the target system after migration.

Compliance with industry regulations is equally important. Review all relevant data protection laws and insurance-specific regulations, and ensure your insurance data migration plan meets these requirements. This may involve steps like maintaining audit trails or implementing access controls.

Involve your legal and compliance teams early. They can help you understand regulatory requirements and develop a data migration strategy that meets these standards. A data breach during migration can have severe consequences for your company’s reputation and finances.

Testing and Validation

Develop a testing strategy that covers all aspects of the migration. This includes pilot tests and full-scale tests.

Start with pilot tests on a small amount of data. This allows you to identify and resolve issues without risking your entire dataset. Once satisfied with the process, move on to full-scale tests. These should mimic the actual migration as closely as possible.

During testing, focus on data integrity and accuracy. Compare the migrated data to the original to ensure nothing has been lost or corrupted during the transfer. Pay special attention to complex data types like policy details and claims history.

Post-migration, test your systems to ensure all business rules and processes function as expected. Simulate typical business operations to verify everything works as intended.

Document all issues and their resolutions during testing. This information will be invaluable if similar problems arise during the actual migration.

Execution and Monitoring

With planning and testing complete, it’s time to execute your insurance data migration project. Stick to your timeline but prepare for the unexpected. Clear communication is essential during this phase. Keep stakeholders informed of progress and any emerging issues.

Monitor the migration process closely. Use your data migration tools to track data transfer and identify signs of data corruption, unexpected delays, or system performance issues.

Have contingency plans in place to handle unforeseen issues, including the possibility of rolling back the migration if needed. This ensures business continuity throughout the migration.

After migration, perform immediate checks to confirm that all data has been transferred correctly and systems are functioning as expected. Be ready to make adjustments if necessary.

Successful Data Migration Project in Insurance Checklist

Current systems and data inventory
Clear migration objectives and scope
Chosen migration approach (big bang or phased)
Appropriate insurance data migration tools and technologies
Well-defined migration plan and timeline
Thorough data preparation and cleansing
Strong security measures
Pilot and full-scale testing
Efficient execution and monitoring
Post-migration validation
User training and support

Data Migration Process Timeframes:

Start planning: 6-12 months before the desired completion date.
Data assessment and cleaning: 2-3 months.
Tool selection and setup: 1-2 months.
Testing: 2-3 months.
Execution: Varies (days to weeks).
Post-migration validation: 1-2 weeks.

Signs Your Company Needs Migration:

Legacy systems can't handle growing data volumes.
Frequent system downtime or performance issues.
Difficulty complying with new regulations.
Business merger or acquisition.
Inability to implement new technologies due to system constraints.
Data inconsistencies across multiple systems are causing operational issues.
Rising maintenance costs for legacy systems.
Moving to the cloud for scalability.
Systems can't support new business processes or products.
Difficulty generating comprehensive reports or analytics.
Current data management practices are inadequate for business growth.

Decerto: Your Insurance Data Migration Expert

Decerto brings a unique combination of IT expertise and insurance industry knowledge to your insurance data migration project. We understand the complexities of moving insurance data and have successfully guided numerous companies through this process. Our tailored approach, proven methodologies, and specialized tools ensure a smooth transition.

With Decerto, you're not just moving data – you're transforming it into a strategic asset for your business growth.