Comprehensive Insurance Migration Scoping Report-P

INSURANCE DATA MIGRATION
SCOPING TEMPLATE
For a comprehensive insurance data migration strategy and plan to be
successful the following key areas in this template should be addressed
early on.
COMPANY NAME:
SIZE / TYPE OF BUSINESS: (INSURER, BROKER, SOFTWARE VENDOR ETC.)
STAKEHOLDERS / KEY CONTACTS: (DEPARTMENTS, VENDORS, THIRD

PARTIES, ETC.)
1. MIGRATION PROJECT SUMMARY

Project timeframe (i.e. expected start and end date. milestones)
Migration Type (policy admin / underwriting system migration, version upgrade or other,
full end to end or partial migration, single line of business or consolidation of multiple
systems, source and target system names etc.)
Please tick and add any further data to be migrated
Clients Enquiries
Polices Quotes
Financial Transactions Instalments /BACS payments
Pricing Matrix? Diaries
Risk Questions
Claims
Claims Financials
Document Stubs (Index)
Physical Documents
Copyright of New City Software Ltd. Parent company of Insurance Data Solutions.
2. LINES OF BUSINESS TO BE MIGRATED
List All Personnel Lines of Business to be migrated (motor, household, etc.)
Is there Risk Detail for each Line Of Business, if not please list the lines of business that do
have risk detail.
Is there EDI?
If motor, do you do your own MID Schemes / Submissions?
List All Commercial Lines of Business (LOB) to be migrated
Is there Risk Detail for each Line Of Business, if not please list the lines of business that do
have risk detail.
Are there Multi Insurer Policies?
5. ESTIMATED DATA VOLUMES

Do you have a rough indication of the volume of live and/or lapsed policies? If you have the
detail, please enter estimates in the table below:
Source Clients Policies Claims Docs Data Scope

Name Live / Lapsed i.e. Present To 6 Yrs.
Historic.
Totals
Please confirm the following:
 Do the policy / claims volumes cover ALL sources or just either live policies or
enough for compliance purposes?
 What is the number of lapsed, historical years to migrate?
3. SOURCE SYSTEM(S) & DATABASE ACCESS
(REPEAT IF MORE THAN 1 SOURCE)
Description of Source Capability (i.e. policy and claims admin, supports the full insurance
cycle).
Application (APP):
Operating System (OS – Linux, MS etc.)
Database (DB – Oracle, SQL etc.)
Is the source system(s) hosted by your company?

Does the source/vendor know about the migration?
If in the cloud, do you have reporting ability?
Will IDS / your company have full access to the underlying databases?
Do you envisage needing vendor involvement to extract data from of the source
systems(s)? (i.e. Do you have to request extracts from the source vendor, what is the
charge for each data export? (as costs can vary between £2000 and £50,0000))
How many exports does your Target vendor require? (usually 3, initial, UAT, go-live)
Can you provide any documentation on the source structure, including screenshots?
Will IDS/your company be able to login to the source system to view source records?
4. DECOMMISSIONING OF SOURCE SYSTEMS
As part of the programme are you planning to decommission the sources system/s?
If the migration isn’t migrating all policies from the source systems, what is the approach to
archive off policies that aren’t being migrated.
If not, consider the costs of licencing, maintenance, support and the effects on responding
to enquiries and reporting, number of required user licences?
Consider your company / FCA data retention polices by lines of business being migrated?
6. DATA QUALITY / PREVIOUS MIGRATIONS

What is the general opinion on the level of Data Quality within the source system(s)?
Are there duplicated clients within the source systems and if so, is there an ambition to de-
dupe them as part of the data migration?
Are you aware of any previous data migrations into the source system/s and if so, could you
give us an idea of dates and volumes and known differences in data format?
7. INTEGRATION WITH OTHER SOURCES & SYSTEMS

If you have more than one data source, please confirm the relationship between these:
Multiple systems connected via APIs ☐

Multiple systems not connected via APIs ☐
Main system updated via manual uploads from other systems ☐
Individual systems with no connection between them ☐
Data held in non-database solutions (I.e. Excel) ☐
Please provide details regarding the API where applicable by describing the type of data made
available in the main system and how often it updates the system.
Please provide details of the data management for non-API solutions and whether the data is
duplicated or double keyed at any point in your process.
Are there any other systems integrated with the source?
8. TARGET SYSTEM
Software Vendor and System Name:
Is the target system(s) in-house bespoke or vendor owned?
Is the target system hosted by your company?
Will the migration be done on our IDS servers or your company’s architecture?
Will we/your company have full access to the underlying databases?
Do you envisage needing vendor involvement or using vendor applications (i.e. APIs) to
insert data into the target system.
Is the target system live or being implemented? If not yet live, please provide a planned
completion date and a summary of outstanding development
Contact Details for Target / Software Vendor
Project Manager Name

Position
E-mail
Tel.
Mobile
Address
9. TESTING AND RECONCILIATION
Please confirm whether front end access can be provided for testing and if you have any
documentation (system documents, screenshots etc.) to assist in the testing.
What resource do you have for User Acceptance testing (UAT)?
Will you have a test environment specifically for data migration
Will IDS/Your Company be able to login to the test environment
Please specify what data you can provide for reconciliation purposes i.e.
System reports ☐
Renewal reports from an independent source ☐
A list of policies to migrate ☐
10. GO LIVE STRATEGY

Planned Go Live date:
System working hours:
Will the go live be done over the weekend or overnight? Can the business stop using the
source system for a day for go live?
One off “Big Bang” migration of all data ☐

Phased migration of all data ☐
Monthly or weekly migration ☐
If a phased “Big Bang” migration is chosen, please provide details of how this will be split
(By line of Business, by Agent etc).
Is the migration to happen at launch or once the system is launched for new business? or
(Are you going live on New Business then migrating or both at once? )
Version Created by Date
INSURANCE DATA SOLUTIONS
IDS has over three decades of experience in

successfully delivering comprehensive insurance
data migrations for brokers, insurance companies
and software vendors. As leading insurance data
specialists, we are passionate about ensuring the
value of data is maximised whilst its integrity is
maintained to support our clients’ decision
making, compliance and customer care.
We understand the backend of insurance systems in depth, what’s in the data
and how it can serve different business users. Our focus is on technical
solutions and services which save time and money in harnessing data and
ensuring its reliability in gaining insight. We support many of our clients with
data for a range of Insurance BAU requirements and we also offer solutions
including archiving, data analytics, binder management and bordereaux
processing plus sanctions checking software
INSURANCE DATA ARCHIVING

SOLUTION
Developed specifically to support our data
migration clients in decommissioning legacy
systems to reduce licencing and maintenance
costs whilst supporting regulatory record keeping
and GDPR requirements.
The IDS Insurance Data Archiving Solution offers a very cost- effective solution
to protect historical policy data together with documentation in a read only
format. Allowing users to find all data and corresponding documents with
ease in the event of a query or dispute. Multiple systems can be stored in a
common format to improve reporting and data analytics to gain insight and
potentially win back business.
Visit our website for further information or contact us today for a demo and to
discuss your requirements.
https//:www.insurancedatasolutions.co.uk

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INSURANCE DATA MIGRATION

SIZE / TYPE OF BUSINESS: (INSURER, BROKER, SOFTWARE VENDOR ETC.)

STAKEHOLDERS / KEY CONTACTS: (DEPARTMENTS, VENDORS, THIRD

1. MIGRATION PROJECT SUMMARY

Please tick and add any further data to be migrated

List All Commercial Lines of Business (LOB) to be migrated

5. ESTIMATED DATA VOLUMES

Source Clients Policies Claims Docs Data Scope

Please confirm the following:

(REPEAT IF MORE THAN 1 SOURCE)

Is the source system(s) hosted by your company?

6. DATA QUALITY / PREVIOUS MIGRATIONS

7. INTEGRATION WITH OTHER SOURCES & SYSTEMS

Multiple systems connected via APIs ☐

Are there any other systems integrated with the source?

Is the target system(s) in-house bespoke or vendor owned?

Is the target system hosted by your company?

Will we/your company have full access to the underlying databases?

Contact Details for Target / Software Vendor

Project Manager Name

What resource do you have for User Acceptance testing (UAT)?

Will you have a test environment specifically for data migration

Will IDS/Your Company be able to login to the test environment

10. GO LIVE STRATEGY

System working hours:

One off “Big Bang” migration of all data ☐

Version Created by Date

IDS has over three decades of experience in

INSURANCE DATA ARCHIVING

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