Schedule Migration Tool

Types of Schedule Migration

1. One to one mapping of criteria items.
2. One to many/many to one mapping of criteria items.

Rules

• The old and new schedules must use the same schedule type.
• The Schedule Template mapping must be one-one.
• To be picked up by the migration tool a candidate must be on the schedule template being migrated.
• To be picked up by the migration tool a candidate mustn't be on the new schedule template that they are being migrated too. 
• To perform a one to one mapping of the criteria items, any newly created criteria items and units must use a new unique unit and item codes that is not referenced in the old criteria set.
• For a many-one or one-many migration the criteria mapping is not required. 
• On a one to many/many to one migration any criteria items that are not mapping 1-1 will not migrate the assessment item result on the new schedule assessments. 

Information required from the customer

1. Schedule Mapping CSV (Schedule Template Mapping .csv)
2. Criteria Set Mapping CSV (Only required if the criteria item mapping is 1-1)

Validation

Below is a list of data that can be checked to ensure the schedule migration has been completed successfully:

Schedule:

• Old schedule has been completed with completion date of the schedule migration.
• New schedule has been opened.
• Notes added to old schedule to mark that it was migrated as part of the schedule migration
• Assessments on old schedule migrated to new schedule (Assessments will still be on old schedule).

Assessment:

• Assessed items results and comments
• Waypoints
• Notes
• Candidate Comments
• Summary comments and outcome (Competent/Not Competent)
• Attachments

Authorisation and History:

• Authorisations
• Authorisation History

aAssess App:

• Previously assessed items show with the correct time and date.
• Assessments on new schedule display in candidate history.

Schedule Migration Process

Below is the process when a customer approaches enquiring about a schedule migration.

1. Understand the nature of the request and what the TOC is looking to achieve so you can decide if the schedule migration is appropriate and they type of schedule migration you will need to use: 

• Do they want to migrate people onto the new schedule in one go? (Schedule migration tool required)
• OR are the customer wanting the migration to occur gradually when the people finish that schedule they are currently on (Schedule migration not required).
• What are the nature of the criteria set changes? (new criteria, removal of criteria, merging of criteria, separation of criteria)

2. If the schedule migration is appropriate then the customer will send across the schedule mapping and the criteria mapping (if appropriate).

3. Review the schedule mapping document provided by customer. (Check the schedule mapping one-one)

4. If criteria mapping is taking place, then review the criteria mapping document sent by the customer.

5. AssessTech will provide the schedule mapping to the Reports team so that the team can build the procedure table used for 007.02 and 007.03 migration reports.

Perform the following steps on test/data-test site and then after customer validation, perform the same steps on the live site (All the below steps are performed by AssessTech):

6. Run the 007.02 pre-migration report.

7. Provide Devops with the schedule mapping CSV, so they can run the schedule migration tool

8. Run 007.03 post-migration report on ACMS with start date input control of date the migration occurred. 

9. Ensure the reports that are related to the assessments will need to procedure/catch added by the reports team to prevent the report picking up the same assessment on the old and the new schedule.

10. Ask customer to validate the migration.

FAQs

What happens if there is some one-one mapping of criteria and then some many to one or one to many mapping of criteria?

The tool will migrate the items which map one-one items across and ignore the other items.

Can we select which items map to each other?

No, the tool will automatically map items which have the same item code on the old criteria set and the new criteria set.

Can we select which candidates that are included in the schedule migration?

No, the tool will automatically map candidates which have the schedule