PenelopeData Migra)on

We take a mul*-disciplinary team approach to all projects, including data migra)on, to ensure we can deliver the best solu*on for your requirements in the most agile and cost-effec*ve manner possible.

Our team is composed of database engineers, business analysts, project managers, and Penelope specialists. We also work with an experienced integra*on partner to provide cloud-based, real-*me integra*on services with data transforma*on, data enrichment, and mul*ple end points.

Athena SoEware’s Tailored Services team works with your organiza*on to understand the underlying business needs, constraints, and technological context to develop tailored solu*ons.

CUSTOM INTEGRATIONS

CUSTOM REPORTING

DATA MIGRATION

CUSTOM CONFIGURATION

Services tailored for you

To migrate the data from your legacy system into Penelope, you’ll need some understanding of the key structural concepts Penelope uses to organize informa*on. In some cases, these concepts may not have a one-for-one equivalent in your current database(s), so it’s important to learn about these structures to help your team plan effec*vely. As part of the data migra*on process, you’ll be provided with Excel templates that correspond to the concepts. These are used to populate the data from your legacy system, though if needed we can always custom-build templates to your requirements.

Please note that some data transforma*on may be required on your part to align the fields from your system with those in our templates. This may involve custom script work to import the data into the templates.

Data migra7on

Individuals(Clients you serve)

Can be grouped together into Cases

(e.g. by family)

Case members are then enrolled in programs. We call these Service Files

Staff who provide these services are

Workers

Mee*ngs/sessions in which services are

delivered are Service Events (op*onal/custom template)

Documents/forms/notes/assessments

tracked as part of service delivery are Documents

(op*onal/custom template)

Third-party service provider contacts (e.g. for

referrals) are part of Penelope’s Blue Book

(op*onal add-on template)

BASE TEMPLATES OPTIONAL/CUSTOM TEMPLATES

Our templates guide you through the building blocks of crea)ng these en))es in Penelope, ensuring that required fields and various data fields with different data types are all accounted for.

In Penelope terms, Individuals are the people your agency serves. Penelope provides data fields of various types that you can ac*vate and configure to track informa*on about your clients. It’s important to note that service-related informa*on is not recorded at the Individual level.

We provide three separate templates for you to populate individual data from your legacy system(s):

• Individual demographic/user-defined data • Individual contact informa*on (e.g. phone number, email) • Individual address informa*on (mul*ple addresses are supported)

Templates for Individual File AUachments and Pre-Enrollment entries are also available as an op*onal add-on.

Individuals First name Last name Date of birth Gender Ethnicity/race User-defined info.

Individuals

Individual contact informa)on Home phone Mobile Email Work phone etc.

Data migra7onIndividuals

Individual addresses For mul*ple addresses

per individual (if necessary)

Workers in Penelope are defined as anyone within your organiza*on that either serves an administra*ve or management purpose, or who is a direct service provider (or volunteer). These people may or may not be given user accounts to use Penelope, but they are affiliated with your organiza*on as staff members in some way.

We provide three separate templates for you to populate from your legacy data systems:

•Worker profile data •Worker program assignments (e.g. eligibility to provide a given program or service) •Worker category assignments

Worker profile Name Title Supervisor Contact informa*on Permissions Role etc.

Worker Program Assignments Which services are your workers eligible to provide (op*onal)

Workers

Worker Category Assignments

Which user-defined groupings your workers

belong to (op*onal)

Data migra7onWorkers

Individuals can be grouped together into one or more dis*nct cases. These cases can be seen as a ‘virtual rubber band’ that your agency is applying to one or more individuals and the services they’re receiving. In this way, the case in Penelope corresponds to the concept of an episode of care. Within a case, you can iden*fy which of the case members are enrolled or par*cipa*ng in any number of services.

We provide two templates for you to populate from your legacy data systems:

• Case profile data • Case member data

A template for Case File AUachments is also available as an op*onal add-on.

Case members Individuals in the case, their rela*onship to each other, etc.

Case profile data Start/end date, status, user-defined data, etc.

Cases

Data migra7onCases

Service File members Individuals in service, their presen*ng issues, etc.

Service File profile dataStart/end date, status, user-defined data, etc.

Service Files

Service File workers Workers assigned to the Service File (as a provider of the service)

Service File notesFree-form text fieldsDate/*me/user stamped

Service files are the program-specific area within a case that holds all the relevant informa*on about the delivery of a par*cular program to the iden*fied service file members (service par*cipants). This is the part of the file that service provider staff use to track all aspects of their work with clients. These interac*ons might typically include: appointments, service logs, notes, referrals, and smart forms (i.e. assessments, documents, surveys, and leUers).

We provide four separate templates for you to populate from your legacy data systems:

Service File profile data Service File member data Service File notes (op*onal) Service File workers

A template for Service File AUachments is also available as an op*onal add-on.

Data migra7onService Files

Events are *me-based encounters, mee*ngs, or sessions that may or may not

have the client(s) present. Events are one of the primary methods of tracking how

services are delivered. We have a template for you to populate from your legacy data system(s) that will capture historical event

data and, op*onally, Service Unit informa*on as well.

Service Event data Start/end *me and date

Status Loca*on

AUendees Notes etc.

Service Events

You may have informa*on from legacy systems that is structurally complex and

goes beyond a simple field-for-field mapping. These might include documents, structured progress notes, etc. For these

types of requirements, we can build a set of custom document migra*on templates that you populate and that we then transform

and load into Penelope.

Documents

Data migra7onService Events and Documents

Documents/smart forms Date

Area within Penelope (e.g. Individual, Case, Service File, Event)

Author Content

etc.

Penelope’s Blue Book is essen*ally a directory of community contact and service providers used for tracking referral data, collateral contact data, and other communica*ons and interac*ons with third par*es, whether those interac*ons are related to a specific client or not.

Op*onally, we provide three specific templates for you to populate from your legacy data systems:

• Blue Book Profile Data • Blue Book Contacts • Blue Book Individual Contacts (op*onal)

Blue Book profile data Name, available services informa*on, user-defined data, etc.

Blue Book Contacts

Blue Book contact data Name

Contact informa*on etc.

Blue Book Individuals data Name, contact informa*on, client(s) associated with, etc.

Data migra7onBlue Book

The process for data migra*on, unless there are special circumstances to consider, generally follows the steps at right.

It starts with a mapping exercise where, aEer you’ve determined the configura*on of your Penelope database, you iden*fy where your to-be-migrated data will reside in Penelope. We provide your team with the appropriate Excel templates that you’ll use to populate with data from your current system.

Please note that some data transforma*on may be required on your part to align the fields from your system with those in our templates. This may involve custom script work to import the data into the templates.

Once we receive access to the populated templates in a secure manner, we’ll perform a series of valida*ons and rou*nes to insert those records into your configured version of Penelope (in a sandbox) as a test of pre-produc*on migra*on, so you have an opportunity to test and confirm that the migra*on was accurate and complete.

It may require an addi*onal test to fix any discrepancies and aEer this, the quality assurance verifica*on process will be repeated. AEer all pre-produc*on data has been successfully imported and verified, all that remains is the final produc*on run to be completed first in the sandbox and then in the produc*on system immediately prior to go live.

Data Migra7on process

1Data is mapped

from fields/areas in legacy system to

corresponding fields/areas of

Penelope

2You populate

migra)on data templates provided

by Athena

3We do test runs

against a sandbox so you can verify

the data is accurate

4We do

produc)on migra)on just prior to go-live

While there are many benefits from migra*ng legacy data, there are a number of important things to consider to ensure an effec*ve transi*on to Penelope.

Carrying forward not just legacy data but legacy thinking Some*mes when you migrate data, you also poten*ally migrate bad data, errors, incompa*ble legacy concepts, and other elements that you should be moving away from when transi*oning to a new system. For example, in Penelope we have the concept of a Case file uni*ng affiliated individuals into a unified family file in which all service informa*on is recorded. If your legacy system doesn’t have this concept, migra*ng your data to create cases will be problema*c at minimum and even in some cases, impossible (in these cases, you may want to simply migrate the individuals but no further).

Migra*ng data can also make it harder to break away from policies, procedures, and service concepts, so thinking about how migra*on of legacy data fits into your organiza*on’s strategic transforma*on is vital. You may even want to consider a hybrid model, where basic individual data is migrated but the rest is printed out from your current system(s) and uploaded as an aUachment or entered manually by data entry staff.

Scope of data You may also want to consider a cutoff point and restrict the migra*on to clients who are ac*ve or open at that cutoff date so as to have less data to map and migrate.

Individuals vs. Service History While it’s sensible to import as many individuals as possible, if there’s a limited degree of structural correspondence between your legacy system(s) and Penelope, migra*ng service history becomes problema*c and less beneficial. In these cases, you may want to consider simply prin*ng off the en*re case file from your current system and aUaching them as PDFs for reference within the migrated minimal star*ng case file in Penelope.

Repor>ng cutoff It’s important to remember that it’s rarely possible to be able to report across the legacy system and Penelope for the same data and repor*ng elements. It’s always beUer to treat the repor*ng up to the transi*on to Penelope with one set of repor*ng tools, and to then consider these issues anew with the newly configured Penelope system from that date forward.

Lastly, make sure your data is clean, accurate, logically consistent, and complete!

Other considera7ons

If your team can populate the templates provided by Athena with your current legacy data (and assuming very minimal data cleansing on our part), the cost of the migra*on will be very close to the figures below for two pre-produc*on runs and a final produc*on migra*on. Please note that some data transforma*on may be required to align the fields from your system with those in our templates. This may involve custom script work to import the data into the templates.

• Migra*ng Individuals Only: $3,200 • Migra*ng Individuals and Cases: $3,500 • Migra*ng Individuals, Cases, Workers, and Service Files: $4,000 • Project-specific sandbox/test environment, if required: $300 (available for dura*on of data

migra*on project) • Costs are exclusive of taxes, subject to our SaaS agreement

Addi*onal sample costs (based on migra*ng the data at the same *me as the above):

• Migra*ng Service File Events: $2,100 • Migra*ng Blue Book En**es: add $1,600 • Migra*ng AUachments per physical loca*on in Penelope: $1,600 • Migra*ng Informal Series: $1,600

For custom documents or other data, please contact us to develop an es*mate for you.

Services include a limited number of Business Analysis consulta*ons about process, provision of templates, guidance on popula*ng the templates, secure file transfer processes, project management and coordina*on, as well as a SaaS sandbox for the dura*on of the migra*on project, file review and valida*on, pre-produc*on run-throughs, and produc*on/final migra*on. If the data provided to us doesn’t pass the valida*on checks, addi*onal runs may be required and these may involve addi*onal costs. Addi*onal professional and technical services are available upon request but are not included in the cost es*mates. These include providing assistance in popula*ng the migra*on templates from your available raw data that you provide securely to us.

Data migra7onSample pricing

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