SEER*DMS Transition Packet

Welcome to SEER*DMS!

The transition from one data management system to another may seem overwhelming, but IMS and NCI have successfully worked with 16 registries to move to SEER*DMS. This has included the transition from many different legacy systems.  

The transition or migration to SEER*DMS involves the following:

• Execute legal agreements between IMS and the registry. The registry can use the templates provided at the bottom of this page as a starting point; or provide their own template.
• Establish a VPN connection to transfer data from the registry to the IMS computer center; and provide access to SEER*DMS by registry users.
• IMS sets up IT infrastructure in the IMS computer center.
• Transfer registry data to IMS.
• Migrate the data from the registry's database into a SEER*DMS database.
• Implement registry-specific algorithms and adjust system configurations for the registry.    Validate the algorithms and processes; make corrections; iterate.
• Train registry staff
• Go live with SEER*DMS.  The registry will stop using their old data management system.
• IMS staff provide on-site support for a week shortly after deployment; and ongoing support via conference calls and webcasts from this point forward.

 IMS will guide the registry staff through this process. The communications between IMS and the registry will include:

• Regularly scheduled conference calls and webcasts. The initial calls will be held every 2 weeks.
• An issue tracking system dedicated to the registry’s migration. Access to this project will be given to the registry transition team, the IMS migration team, and NCI staff.
• Ad hoc conference calls or webcasts to discuss specific issues.

IMS will ask the registry to provide a variety of information throughout the migration process. To get things started, IMS would like to focus on the tasks listed below. IMS will provide advice and guidance via conference calls for each of these tasks.

• Identify the registry transition team.  This would be a fairly small group (4 to 8) with representatives from registry management, IT, and operations.  It should include a database administrator, registry operations manager, and a lead editor. The principal investigator should participate in the early stages of migration; and should be kept informed throughout the migration process.
• Execution of legal agreements. This will be discussed in the initial conference calls. An interconnection security and hosting agreement must be executed between IMS and the registry. A sample agreement is included in this packet. This is being provided as a conversation starter. Next steps will be discussed in a conference call.
• Establish a VPN connection. The nature of the VPN will be discussed in the initial conference call; and then the registry will need to identify the staff or organization with whom IMS will work toward establishing the VPN connection.
• Provide database documentation. IMS provides two templates for the registry to complete.
  • Identify the type of database currently used (Microsoft SQL, PostgreSQL, etc).
  • Provide a list of all database tables in the registry's current database.  
    
    • For each table, indicate yes/no -- will data from that table be migrated to SEER*DMS?
    • If the answer is no then provide a brief explanation.
  • For all tables that will be migrated, provide field documentation.  Provide a spreadsheet for each table that contains these fields:
    • Registry DB Table Name
    • Registry DB Field Name
    • NAACCR Item Number (if appropriate)
    • NAACCR Name
    • If it is a NAACCR data item but the registry stores values that differ from the NAACCR standard then include a description of those differences.
    • If it is not a NAACCR data item then describe the field and the way it is used.
    • A column indicating whether the field is collected, derived, or both.
• Work with IMS staff to define the file format for registry migration files (eg, CSV files).  This will be defined in one of the initial calls. 

 Transition Materials

• SEER*DMS Migration Checklist
• Interconnection Security and Hosting Agreement Templates: [SEER Funded] [Not SEER Funded]
• Template for Database Table Documentation
• Template for Database Field Documentation