How to de-risk “Master Data Migration and Transfer” programs

9 April, 2021 by Add Energy

When a company embarks on a business merger or acquisition of a facility or multiple facilities, there are several critical success factors for assuring the process is implemented as seamlessly, morally, and efficiently as possible.

The CMMS, EAM or ERP sits at the heart of safe, effective, and efficient management of a facility, therefore the migration of the maintenance, materials and integrity data to a single, common platform can be critical to the success of a merger or acquisition.Andy_Bell_headshot

In this blog, Andy Bell – a data migration expert from Add Energy, discusses common challenges associated with data migration, the risks and potential impact this can have on a business when it goes wrong and solutions to consider for setting a data migration project up for success.

Common challenges associated with data migration to a common platform

  • CMMS architecture (backend tables and functionality) is unique for each CMMS, creating obstacles for effective data migration
    • Extensive knowledge of the CMMS systems functionality and table relationships is a necessity
  • Lack of appreciation for the significant cleansing work that needs to be completed prior to migration
    • For example, SAP has completely different data standards and requirements in comparison to Maximo, and this will cause issues during migration if cleansing is not conducted up front
  • Lack of in-house expertise on data migration to manage and execute the project in-house
  • Challenging timelines with limited resources available to complete this project successfully
    • A successful migration requires not only a team of CMMS Analysts, but also Engineers to manage engineering changes due to the differences in how the systems function and are configured (e.g., work order generation processes)
  • Difficulties in coordination and implementing management of change, due to the extensive time requirements for successful transition, for example, managing open work orders during this period will be challenging without the correct knowledge
  • Completely different CMMS systems will require a full re-train for all users, and this support is not always available in-house

Risks and impact associated with ineffective data migration to a common platform


Plant Downtime

Possible plant shutdown is one of the most significant impacts that can result from a poorly managed data migration project, this can be caused by an inability to demonstrate compliance with regulations that the company’s CMMS supports.

Safety Related Incidents

Increased exposure to safety integrity risks through loss of critical data (e.g., assurance tasks for safety critical elements) is a possibility.

Lack of Control

Loss of critical data can affect the reliability of the safety barriers and controls put in place, and thus the ability to make informed decisions can result in chronic unease and increased risk of potential incidents.

Reduced Productivity

Inability to use the CMMS functionality, affecting the efficiency and effectiveness of the maintenance program could result in reliability issues and an unmanageable maintenance backlog.

Reliability Issues

Architectural links being broken (e.g., maintenance not being applied correctly to the right equipment), incurring increased risk of breakdown and loss of production.

Competency Issues

Stakeholders not being able to use the system properly, exposing the facility to additional risks through lack of assurance measures.

The real-life impact of ineffective data migration

We at Add Energy have been involved in the clean-up of many unsuccessful data migration projects, conducted by inexperienced organizations or teams. Below is a flavor of some real-life accounts relating to the impact of poorly managed data migration projects, further highlighting the impact this can cause:

Drilling contractor

This client acquired a new drilling facility and the business wanted to centralize the CMMS data into one common platform by migrating from SAP to Maximo.

What failed? The impact this had  
Loss of work order history  

Loss of this critical data set meant that the team were unable to:  

  • Review and analyze data for optimization opportunities
  • Conduct thorough RCM or RCA for critical equipment  
  • Justify changes to the maintenance strategies 
Maintenance work order numbers were corrupted 

Corrupted work order numbers caused the following issues: 

  • Productivity reduced due to having to spend time interoperating the work orders through alternative methods 
  • Exposed the asset to risk by not being able to adhere to the maintenance regime 
  • Excessive maintenance backlog 

Oil and Gas Operator

In this case, two companies merged, and they had acquired assets from different operators and wanted to centralize their multiple CMMS data platforms into SAP.

What failed? The impact this had 
Lost critical data attributes (name plate data, descriptions and tag numbers were corrupted) 

This caused a raft of operational, reliability and integrity issues. 

One of the most significant impacts of this was an uncontrolled hydrocarbon release which was caused by the wrong specification of a PSV (pressure safety valve) being purchased and subsequently installed. 

The PSV that was purchased by the procurement team had a higher “relief” pressure popping point (due to the selection of internals), than the system it was installed to protect. 

This resulted in an over pressurization of the system meaning the gas had to find a new escape path, resulting in an uncontrolled hydrocarbon release. 

Solutions to consider for de-risking your data migration initiative

Add Energy’s team of consultants and CMMS data management experts assure quality and efficiency and help companies meet timeline targets and minimize risk profiles by providing support using established processes. Below is a summary of some key considerations for others who are embarking on or considering a data migration project:

Data extraction

  • Extract and download the master data set from CMMS into an independent database, at Add Energy we utilize our data management tool, Effio™ to control master data changes, standardize data sets and populate upload templates for the new CMMS

Data mapping and standardization

  • Mapping of data to historical data (e.g., SAP will require new PM/JP numbers (MP/ MI - SAP) to be assigned)
  • Update links to the document management system
  • Realign and reconfigure all CMMS data and attributes across all functional areas to align with CMMS functionality

Data Enrichment and Optimization

  • Master data cleansing and review to assure alignment with data standards e.g., ISO:14224
  • Review and optimize maintenance strategies
  • Review and optimize ‘Bill of Materials’.
  • Allocate enriched maintenance and materials to tags

Test and Quality Assurance

  • Run QA checks in the independent database prior to load into CMMS test environment

CMMS Load

  • Load to test environment
  • Load to live environment
  • Post Go-Live review and benchmarking
  • CMMS User Training

Introducing Effio™ - A faster, more efficient way to manage, build, optimize and migrate master data

Developed by award-winning asset management software engineers, designed by maintenance, integrity, and materials management experts.

Add Energy’s cutting-edge cloud-based software platform Effio™ adheres to a blockchain approach to managing the end-to-end process of a data migration project.

Using Effio’s functionalities to manage, build, optimize and migrate CMMS data can save up to 30% on time required to complete this type of project, helping ensure a cost-effective, timely and quality solution for centralizing your maintenance management system.

Learn more about Effio here

Topics: CMMS Data Building

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