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 >
<<Ministry Name>>
<<Branch>>
<<Document
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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i
<<Branch>>
<<Ministry Name>>
<<Document
Name>>
Revision History
{ Use the following table to list amendments and additions to the document. }
Date
<dd/mmm/yy>
Harvest
Version
<xx>
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Section
<section>
Description
<details>
Author
<name>
ii
<<Ministry Name>>
<<Branch>>
<<Document
Name>>
Document Approval
{ If applicable, obtain approval prior to publishing document. }
This document has been approved by:
Firstname Lastname, Project Manager
Ministry of Community, Sport and
Cultural Development
Date
Firstname Lastname, Data Architect
Ministry of Community, Sport and
Cultural Development
Date
Firstname Lastname, Branch Contact
Ministry of Community, Sport and
Cultural Development
Date
Firstname Lastname, Project Manager
Contractor Company
Date
Firstname Lastname, Technical Lead
Contractor Company
Date
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iii
<<Branch>>
<<Ministry Name>>
<<Document
Name>>
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
<<Ministry Name>>
1.7
<<Branch>>
<<Document
Name>>
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:





2.2
Conversion activities and responsibilities
Logical ordering to activities
Testing/verification activities
Execution timeframes
Decision points
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
LGIS_LG_ORGANIZATION
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Target Entity(ies)
LGIS_ENTERPRISE_PARTICIPANT
LGIS_EP_NAME
LGIS_EP_ASSN
LGIS_EP_CHARACTERISTIC_VALUE
Description
Records from
LGIS_LG_ORGANIZATION will be
de-constructed and inserted into the
appropriate entities of the
ENTERPRISE_PARTICIPANT
2
<<Ministry Name>>
None
LGIS_TIME_PERIODS
LGIS_FICTIONAL_TABLE
None
2.3
<<Branch>>
<<Document
Name>>
model
This new entity will be prepopulated with TIME PERIODS for
each of the fiscal years used (19832005).
This entity does not exist in the new
architecture, and i’s records are no
longer required.
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
SOURCE_TABLE_NAME.
ATTRIBUTE_NAME
Target Attribute
TARGET_TABLE_NAME.
ATTRIBUTE_NAME
None
TARGET_TABLE_NAME.
NEW_ATTRIBUTE_NAME
SOURCE_TABLE_NAME.
DEPRECATED_ATTRIBUTE_NAME
None
2.4
Description
Source data will be
directly copied to target.
OR
The data will be
converted using the
following algorithm:
 Define algorithm
This is a new attribute. It
will be populated by:
 Define algorithm
This attribute is no longer
used, and its contents are
no longer required.
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 subsections. Some examples are:
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<<Ministry Name>>



<<Branch>>
<<Document
Name>>
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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4
<<Ministry Name>>
<<Branch>>
<<Document
Name>>
Appendices
Appendix A
{ Glossary }
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5
<<Ministry Name>>
<<Branch>>
<<Document
Name>>
Appendix B
{ Additional Appendix }
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6