Ministry of Community, Sport and Cultural

Development

Data Conversion Specification Template

Date: < Date >

Prepared By: < Author’s Name >
Project: < Project Name >
Harvest Package Name: < RFC_#### or DEF_####
or DOC_####>
Harvest Version: < Harvest Version # >
Contract: < Contract # if applicable >
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Name>>

Table of Contents

Revision History.............................................................................................................................. ii
Document Approval........................................................................................................................ iii
1 Overview................................................................................................................................ 1
1.1 Outline............................................................................................................................... 1
1.2 Detailed Description........................................................................................................... 1
1.3 Purpose/Background/System Description..........................................................................1
1.4 In Scope............................................................................................................................. 1
1.5 Out of Scope...................................................................................................................... 1
1.6 Assumptions/Constraints................................................................................................... 1
1.7 Related Documents........................................................................................................... 2
1.8 Major Deliverables............................................................................................................. 2
2 Data Conversion Process....................................................................................................... 2
2.1 Data Conversion Approach................................................................................................ 2
2.2 Entity level.......................................................................................................................... 2
2.3 Attribute level..................................................................................................................... 3
2.4 Additional Conversion-specific Details...............................................................................3
3 Data Conversion Verification Process....................................................................................4
Appendices..................................................................................................................................... 5
Appendix A.................................................................................................................................. 5
Appendix B.................................................................................................................................. 6

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Revision History
{ Use the following table to list amendments and additions to the document. }

Date Harvest Section Description Author

Version
<dd/mmm/yy> <xx> <section> <details> <name>

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Document Approval
{ If applicable, obtain approval prior to publishing document. }

This document has been approved by:

Firstname Lastname, Project Manager Date

Ministry of Community, Sport and
Cultural Development

Firstname Lastname, Data Architect Date

Ministry of Community, Sport and
Cultural Development

Firstname Lastname, Branch Contact Date

Ministry of Community, Sport and
Cultural Development

Firstname Lastname, Project Manager Date

Contractor Company

Firstname Lastname, Technical Lead Date

Contractor Company

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1 Overview
1.1 Outline
Summary based on table of contents

1.2 Detailed Description

Provide a detailed overview of the entire document:

 Describe the purpose and contents of this document rather than

the purpose of the project (see 1.3).
 Describe this document's intended audience.
 Identify the system/product using any applicable names and/or
version numbers.
 Provide references and summarize any other pertinent
documents such as:
1.2.1.1.1 Related and/or companion documents
1.2.1.1.2 Documents which provide background and/or
context for this document
1.2.1.1.3 Documents that result from this document (e.g.
test plan or a development plan)

1.3 Purpose/Background/System Description

In 3 to 5 paragraphs, describe the purpose of the Project itself, a brief history of
the Project, and describe briefly its system architecture and major features.
Define any important terms, acronyms, or abbreviations.

1.4 In Scope
What is included in this documentation?

1.5 Out of Scope

List any exception to items that are not included in the scope and provide
reasons for their exclusions.

1.6 Assumptions/Constraints
Indicate, and explain in detail, any assumptions or constraints that may affect the
purpose of this document.

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1.7 Related Documents

List any documents that are related to the current document.

1.8 Major Deliverables

List all deliverables that are related to the current document.

2 Data Conversion Process

This section must outline all steps in the conversion process in execution order with a brief
description for each step.

2.1 Data Conversion Approach

This section must specify the high-level processes that will be used to complete
the data conversion. It should reference the source and destination of the data to
be converted, tools, environments etc. Where possible time constrained activities
should be identified and estimated production outages should be provided. This
section may form the basis for a project plan. High-level processes may include,
but are not limited to, the following:

 Conversion activities and responsibilities

 Logical ordering to activities
 Testing/verification activities
 Execution timeframes
 Decision points

2.2 Entity level

List the source entity, target entity and brief description in the proper
conversion order. New entities must be listed specifying any pre-population
records. Deprecated entities must be listed with reasons for non-conversion.
Brief description must include all relative dependencies associated with the entity
conversion.

SAMPLE:

Source Entity Target Entity(ies) Description

LGIS_LG_ORGANIZATION LGIS_ENTERPRISE_PARTICIPANT Records from
LGIS_EP_NAME LGIS_LG_ORGANIZATION will be
LGIS_EP_ASSN de-constructed and inserted into the
LGIS_EP_CHARACTERISTIC_VALUE appropriate entities of the
ENTERPRISE_PARTICIPANT

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model
None LGIS_TIME_PERIODS This new entity will be pre-
populated with TIME PERIODS for
each of the fiscal years used (1983-
2005).
LGIS_FICTIONAL_TABLE None This entity does not exist in the new
architecture, and i’s records are no
longer required.

2.3 Attribute level

List the source attribute, target attribute and detailed description in the proper
conversion order. New and deprecated attributes must also be listed with
reasons for non-conversion. Detailed descriptions must include full step-by-step
instructions and methods for attribute population.

SAMPLE:

Source Attribute Target Attribute Description

SOURCE_TABLE_NAME. TARGET_TABLE_NAME. Source data will be
ATTRIBUTE_NAME ATTRIBUTE_NAME directly copied to target.
OR
The data will be
converted using the
following algorithm:
 Define algorithm
None TARGET_TABLE_NAME. This is a new attribute. It
NEW_ATTRIBUTE_NAME will be populated by:
 Define algorithm
SOURCE_TABLE_NAME. None This attribute is no longer
DEPRECATED_ATTRIBUTE_NAME used, and its contents are
no longer required.

2.4 Additional Conversion-specific Details

This section must include any data changes or updates being executed during
the conversion. Each activity outlined in this section must be described in sub-
sections. Some examples are:

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 Data cleansing
 Code table updates
 Effective date updates

3 Data Conversion Verification Process

This section must specify the high-level process that will be used to verify that
the conversion was correct and complete. The verification method must reflect
the level of risk associated with the data conversion and identify how those risks
will be mitigated. Verification methods may include, but are not limited to, the
following:

 Report comparisons
 Application interface function execution
 Random sampling
 Error logging during the conversion process
 User process execution

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Appendices
Appendix A

{ Glossary }

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Appendix B

{ Additional Appendix }

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