Data Migration Services

This Statement of Work (“SOW”) is entered into between Ixonn (“Provider”) and [Customer Name] (“Customer”) for the provision of Data Migration Services. This SOW delineates the scope of services, deliverables, assumptions, responsibilities, and associated costs for migrating Customer data from the current environment(s) to the target environment(s). It is designed to address a variety of data migration scenarios, including Data Transfer Express, Enterprise Data Migrations, and Cloud to Cloud Migrations.

1. Description

Ixonn shall perform comprehensive Data Migration Services for the Customer. The nature and complexity of the migration depend on the Customer’s specific objectives, data volume, and source/target system environments. This SOW provides a framework that supports:

1.Data Transfer Express: A streamlined, expedited migration solution ideal for smaller data sets or non-complex environments.

2.Enterprise Data Migrations: A robust, full-scale migration approach suitable for large volumes of data and complex enterprise requirements.

3.Cloud to Cloud Migrations: Specialised services for transferring data between cloud platforms, ensuring minimal downtime and robust security protocols.

All services will be provided by Ixonn in accordance with this SOW, subject to the terms and conditions set forth in the governing Master Services Agreement (MSA).

2. Project Scope

Ixonn will provide Data Migration Services tailored to the selected migration approach. The scope of work may include, but is not limited to, the following:

2.1. Project Initiation and Planning

a) Define Project Governance: Establish governance structure, identify key stakeholders, and form a steering committee.

b) Project Charter & Objectives: Develop a clear project charter, specifying data migration objectives, success criteria, and scope boundaries.

c) Risk Assessment: Conduct risk analysis specific to data migration (e.g., data corruption, data loss, system downtime) and define mitigation measures.

d) Communication Plan: Create and distribute a communication plan to ensure consistent, transparent updates to all stakeholders.

2.2. Data Assessment and Requirements Gathering

a) Data Discovery: Conduct workshops and interviews with Customer personnel to understand data sources, formats, and business rules.

b) Source Systems Analysis: Evaluate the technical specifications, data structures, and security restrictions of each source system.

c) Target System Requirements: Document the expected data structure, transformation rules, and loading requirements of the target environment.

d) Gap Analysis: Compare source and target systems to identify data transformation needs, cleansing requirements, and any customization or script development.

2.3. Data Cleansing and Preparation

a) Data Quality Assessment: Review source data to identify duplicates, incomplete records, or inconsistencies.

b) Data Cleansing: Work with Customer to correct and standardize data, leveraging automated scripts and manual review as needed.

c) Data Validation Rules: Define validation rules (e.g., mandatory fields, reference data checks) and incorporate them into the migration plan.

d) Pre-Migration Snapshots: Capture backups/snapshots of source data to provide a fallback in case of rollback or further analysis.

2.4. Migration Strategy and Approach

a) Migration Method Selection: Determine whether a Data Transfer Express, Enterprise Data Migration, or Cloud to Cloud Migration approach is most appropriate based on scope, volume, and complexity.

b) Technical Approach: Define the technology stack (e.g., ETL tools, scripting languages, APIs) and security protocols.

c) Pilot/Proof of Concept: For complex or high-risk migrations, conduct a pilot migration to validate the approach and refine methodologies.

d) Cutover Planning: Develop a detailed plan for system downtime or parallel run, specifying how and when data will be switched to the target system.

2.5. ETL Execution

a) Extraction: Execute extraction processes to securely retrieve source data.

b) Transformation: Apply cleansing, normalization, enrichment, and data mapping rules, as documented in the requirements.

c) Loading: Load transformed data into the target system, verifying integrity and alignment with business requirements.

d) Monitoring and Logs: Implement real-time monitoring of ETL jobs, capturing logs for auditability and troubleshooting.

2.6. Validation and Testing

a) Test Scenarios: Develop test scripts that validate data completeness, accuracy, and alignment with the new system’s business logic.

b) Data Reconciliation: Compare source and target data sets to identify discrepancies (e.g., record counts, reference checks).

c) Performance Testing: Assess the migration process for speed, resource usage, and system impact, optimizing where necessary.

d) Issue Resolution: Document and address any data or technical issues discovered during testing. Conduct iterative refinements to ensure data integrity.

2.7. Go-live and Post-Migration Support

a) Go-live Support: Provide on-site or remote support during the transition to production to ensure minimal disruption.

b) Performance Monitoring: Monitor performance of the migrated data in the target environment to confirm stable operations.

c) Post-migration Review: Conduct a formal review to evaluate success criteria, capture lessons learned, and recommend future improvements.

d) Stabilization Period: Offer heightened support and remediation services during an agreed-upon stabilization timeframe.

3. Deliverables

The following deliverables will be produced and provided to the Customer:

3.1. Project Plan and Schedule

•Migration Project Plan: Document detailing tasks, milestones, dependencies, and responsible parties.

•Timeline: Gantt chart, critical path analysis, and scheduling tools to track progress.

•Risk and Issue Log: Continuously updated registry of risks, issues, and proposed mitigations.

3.2. Data Mapping and Requirements Documentation

•Source-to-Target Mapping Document: Comprehensive mappings between source fields and target fields.

•Data Transformation Rules: Documentation of rules for data cleansing, normalization, and enrichment.

•Validation and Acceptance Criteria: Clear definition of data quality metrics and acceptance thresholds.

3.3. Migration Strategy and Technical Approach

•Migration Strategy Document: Outlining the chosen migration methodology (Express, Enterprise, or Cloud to Cloud).

•Technical Architecture Diagram: Visualization of the data flow, systems, and technologies used.

•Cutover Plan: Detailed steps for final data load and system switchover, including contingencies.

3.4. ETL Processes and Scripts

•ETL Configuration Files: Scripts, automation workflows, or configuration files used to perform data migration.

•Execution Logs: Detailed logs demonstrating data movement, error handling, and completion status.

•Rollback Procedures: Documented procedures for reverting to pre-migration state if necessary.

3.5. Data Migration and Quality Reports

•Reconciliation Report: Summary of data volumes, record counts, and transformations performed.

•Quality Metrics: Reporting on data quality improvements, error rates, and completeness statistics.

•Exception Handling: Detailed records of data anomalies or exceptions and how they were resolved.

3.6. Testing Artifacts

•Test Plans and Scenarios: Sets of test cases covering data correctness, completeness, and performance.

•Test Execution Results: Documentation of test outcomes, including pass/fail status and any remediation actions taken.

•Sign-off Documentation: Formal approval of migrated data from designated Customer stakeholders.

3.7. Go-Live and Post-Migration Support Plan

•Support Model: Description of the support processes, including contact points, escalation paths, and service levels.

•Monitoring Dashboard/Tools: Real-time or scheduled monitoring tools for data integrity and performance.

•Post-migration Review Document: Consolidated lessons learned, improvement areas, and recommendations.

4. General Scope Assumptions

4.1. Customer Access and Cooperation

a) Customer will provide timely access to relevant systems, data sources, and personnel.

b) All necessary system privileges, credentials, and VPN or remote desktop solutions must be granted to Ixonn.

c) Delays in access or resource availability may affect project timelines.

d) All data provided by the Customer is assumed to be legally obtained, with the Customer responsible for any regulatory compliance.

4.2. Customer Project Management

a) Customer shall assign a dedicated project manager (PM) to coordinate internal teams and make decisions.

b) The Customer PM will manage internal stakeholders, scheduling, and communications.

c) The PM will have authority to sign off on deliverables and accept completed tasks.

d) Delays in Customer approvals or availability may impact overall timeline.

4.3. Remote Work Execution

a) Ixonn shall primarily deliver Data Migration Services remotely, using secure, industry-standard collaboration tools.

b) Customer will ensure network infrastructure compatibility for remote access.

c) On-site presence by Ixonn personnel requires mutual agreement and may incur additional costs.

d) All data transfers will be secured using encryption and best practices to maintain confidentiality.

4.4. Standard Tools and Processes

a) Ixonn uses industry-standard ETL tools, scripting frameworks, and data management methodologies.

b) Customization or use of specialized third-party tools beyond the standard stack will require explicit agreement and may affect cost/schedule.

c) The chosen methodology (Data Transfer Express, Enterprise, Cloud to Cloud) will be tailored to best practice frameworks for data migration.

d) Changes to standard processes will follow the Change Control Process outlined in Section 10.

4.5. Customer Infrastructure and Third-Party Systems

a) The Customer is responsible for procuring and maintaining necessary hardware, system resources, or third-party licenses.

b) Ixonn will provide technical specifications for the required environment (source, target, or both).

c) Customer is responsible for performance and stability of source/target systems during migration.

d) Any technical incompatibilities discovered during migration must be addressed by the Customer in a timely manner, with Ixonn providing guidance.

5. Customer Obligations

5.1. Dedicated Project Management

a) Assign a dedicated project manager with the authority to coordinate and make timely decisions.

b) Ensure internal teams adhere to timelines for discovery, testing, and acceptance activities.

c) Manage internal resource conflicts or scheduling issues.

d) Serve as the primary liaison with Ixonn’s project manager.

5.2. Stakeholder Availability

a) Provide access to subject matter experts (SMEs) for data validation, business rules clarification, and issue resolution.

b) Schedule necessary workshops, review sessions, and sign-off meetings.

c) Recognize that lack of stakeholder availability may delay the migration.

d) Maintain a list of backups or alternate points of contact for critical tasks.

5.3. Timely Information Provision

a) Furnish comprehensive documentation on source and target systems, including schemas, data dictionaries, and business rules.

b) Deliver sample datasets (or subsets) for initial testing and validation.

c) Respond promptly to data-related inquiries and clarifications.

d) Acknowledge that incomplete or delayed information may extend project timelines.

5.4. Deliverable Review and Approval

a) Review all migration-related deliverables (e.g., mappings, scripts, reports) within agreed-upon timeframes.

b) Provide consolidated feedback or acceptance decisions in writing.

c) Assign personnel with authority to sign off on deliverables.

d) Delays in review or sign-off may require schedule adjustments.

5.5. Testing and Validation

a) Allocate sufficient Customer resources to participate in data validation and UAT (User Acceptance Testing) as required.

b) Execute test scripts, verify sample records, and confirm data accuracy.

c) Document and promptly communicate any discrepancies, including screenshots or logs.

d) Sign off on final data sets once migration acceptance criteria have been met.

5.6. Internal Readiness

a) Prepare internal systems (e.g., user access, network configuration, security policies) for data migration.

b) Communicate changes in processes or data ownership to end-users and stakeholders.

c) Undertake any necessary training or change management for the new data environment.

d) Align organizational policies or regulatory compliance requirements to support new data states.

6. Schedule

A sample timeline is provided below. Actual durations and start/end dates will be confirmed during project initiation and may vary based on the complexity of the selected migration approach.