Migration Employees

Document Scope
This document concentrates on current road map of migrating employees’ data from multiple data
sources (Legacy system, Available excel sheet 2011, 2014) to Micro EForms Administration module
employees’ DB repository.

Available Legacy Data Sources

Below is definition of current available data sources history in points,
1- Legacy System
a. This data sources maintains customs and non-customs employees.
b. There are only four available attributes (Name, File Number, Current position,
Administration).
c. Some of these attributes values contains rubbish data ex. File number Attribute, this
attribute is unique number, sometimes it contains string as “1 ‫ ”منتدب‬,or special
character as “*-*-*”.
d. There are many mandatory attributes are missing (ex. Employee civil number).

2- Customs employees’ 2011 sheet

a. IT dept. received this data in exportable sheet format from training team.
b. IT dept. received another sheet from network team, which contains another missing
attributes in previous sheet (ex. phone number, extension number…etc.).
c. IT merged these two files in one file.
d. We use this data as temporary source until we receive latest data officially from
customs.
e. We have convert some fields based on the following assumptions:-
 If any column value, which is reference to specific lookup value, and not matching
with any of the lookup values for any reason, it will considered as empty value.
 We extract three values (Site, Department, Section) from administration column,
and administration column value is mapped to site or department or section based
on “WorkType” column value.
 There are some departments or sections that redundant with the same name under
many administrations in organization hierarchy (ex .Secretary Department, it’s
under many sites) ,we assumed that we can clarify this value from work location
column, so we review it one by one and based on work location column value ,we
get the site or department value.
 In administration column, some values has some mistakes or different character
figures (in Arabic some character may have different figures ex. ‫إ‬-‫ا‬- ‫)أ‬، we
manipulate it manually.
  All manual manipulation may be have an impact on data quality, as it was based on
our understanding and assumption.

3- Customs employees’ 2014 PDF

 Employees’ data are available in PDF format.
 Current data entry performed by DE under IT dept. supervision,
 We use this data as temporary source until we receive latest data officially from
customs.
 We assume that "‫ "الوظيفة‬column will mapped to “current position “and “Job title
“fields.
 We assume that "‫ "تاريخ التعيين‬column will mapped to “current Job join date” field.

Below is comparison table for employee basic information availability in each data
source
Micro E-form employee Field Available in 2011 Sheet 2014 sheet Final State
Name Legacy System
English Name Not Available Not Available Not Available Not Available

Arabic Name Available Available Available Available

Available, with Available Available Available, with errors

File Number
errors

Available Available Available, but it will not

Civil ID Not Available available for not matched
employees in legacy system.

Job Title Available Available Available available

Calculated from Civil Calculated from Civil ID Available only for

Age Not Available ID employees have value in
Civil_ ID.

Current Position Available Available Available avialable

Experience years Not Available Not Available Not Available Not available

Not Available Available for employees in

Current job join date Not Available Available
2011 sheet only

Can be calculated Not Available Available for employees in

Current job experience years Not Available
2011 sheet only

Available, with Not Available

Site Available, with errors Available, with errors
errors

Department Not Available Available, with error Not Available Available, with errors

Section Not Available Available, with error Not Available Available, with errors

Work Location Not Available Available Not Available Available for employees in
 2011 sheet only

Available Available Available for employees in

Current Degree Not Available
2011 and 2014 sheet

Work Phone Not Available Not Available Not Available Not Available

Mobile Number Not Available Not Available Not Available Not Available

Email Address Not Available Not Available Not Available Not Available

Not Available Available Available for employees in

Educational level Not Available
2014 sheet

Major Not Available Not Available Available Available

previous job title Not Available Not Available Not Available Not Available

previous experience years Not Available Not Available Not Available Not Available

Technical skills -Computer Not Available Not Available Not Available

Not Available
Printing

Language Not Available Not Available Not Available

Not Available
Reading

Language Not Available Not Available Not Available

Not Available
Writing

Language Not Available Not Available Not Available

Not Available
Conversation

Status Not Available Not Available Not Available Not Available

Employees’ Data Migration Road Map,

Data migration process will be through the below four major steps, as below
 Cycle Cycle Steps Statistics Status
Count of Done & not
migrated reviewed by
Cycle 1 : Migrate legacy system data

a. Refill legacy system data into excel template. employees: customer

b. Migrate Customs and non-customs employees’ data, which exists
in legacy system.
Count of
c. Migrate remaining legacy system data into Micro EForms system
employees with
DB.
d. This data is not migrated directly from old system to new system, incorrect “File
we refill it into excel template, then AES use this sheet as data No.”:
source for migration.

Count of Done & not

modified reviewed by
Cycle 2: Migrate customs employees’ 2011 sheet.

a. All comparison based on “File No” field, as this field is the key field employees: customer
for employee.
b. Available data will mapped to corresponding columns in Micro
Count of new
EForm system DB.
employees:
c. For each employee in excel sheet, if this employee is not exists in
Micro EForm system DB tables, then new employee will be created
with the data from the excel sheet.
d. For each employee that already exists in Micro EForm system DB
and exists in excel sheet, then this employee's data in source excel
sheet will override current employee’s data in Micro EForm system
DB.
e. All employees’ data that already exist in Micro EForm system DB,
and there is no corresponding row in source excel sheet (based on
matching “File no” field), these employees' data will not be
changed.
 Count of Not Done
a. All comparison based on “File No” field, as this field is the key field modified
for employee.
Cycle 3: Migrate customs employees’2014 sheet to new system.

employees:--
a. Available data will mapped to corresponding columns in Micro
EForm system DB.
Count of new
b. For each employee in excel sheet, if this employee is not exist in
employees:---
Micro EForm system DB tables, then new employee will be created
with the data from the excel sheet.
c. For each employee that already exist in Micro EForm system DB
and exist in excel sheet, then this employee's data in source excel
sheet will override current employee’s data in Micro EForm system
DB.
d. All employees’ data that already exist in Micro EForm system DB,
and there is no corresponding row in source excel sheet (based on
matching “File no” field), these employees' data will not be
changed.

Need to be certified for usage by customs and other module owners Not Done
Cycle 4:Data Approval