EClinical Forum relied on a 15-year-old Legacy MS Access database application to manage member operations. The application was shared via a shared drive with the users, and it didn’t support concurrent access by multiple users. Over the years, new features were added, and the database grew to include historical data for 20k members and extensive event records. The migration presented significant challenges due to the application’s complex structure, where each module involved relationships with five or more tables. Additionally, over 50 custom reports needed to be redeveloped, and a bidirectional integration with Xero for invoicing was required to ensure seamless financial operations. They needed a expert migration service to lift and shift the data base to cloud and to optimise the processes.
About the Client
The eClinical Forum serves those members of the industry, vendors and service suppliers who are or will be involved in eClinical data innovation. The Forum is a global group run by its members for its members. The group operates in Europe, the Americas and Asia. Membership includes over 200 companies. Members from the pharmaceutical, healthcare, regulatory, academic and support sectors participate in open discussion, networking and exchange that provides the practical information, approach and learning experiences required to drive innovation and to maximise the success of eClinical initiatives.
Solution
After a thorough requirements gathering phase, ThoughtLogik initially attempted to use Zoho’s Access DB to Zoho Creator migration utility. However, the tool proved inadequate due to the database’s size and the complexity of inter-table dependencies. Recognizing the need for a tailored approach, ThoughtLogik developed a robust manual migration strategy.
The strategy involved a systematic review, data cleanup, and preparation process, starting with modules having minimal dependencies and progressing to more interconnected ones. This method enabled the successful migration of data to Zoho Creator within a record time of 4 weeks.
Following the migration, ThoughtLogik built custom workflows in Zoho Creator to automate key processes and designed a user-friendly tabbed page layout. This layout allowed users to access all related data for a module within a single screen, eliminating the need for navigation between modules.
To meet invoicing integration needs, ThoughtLogik successfully implemented a bidirectional sync with Xero. This included syncing contact records to store Xero contact IDs in Zoho Creator and developing scheduled automation to periodically retrieve payment information for open invoices from Xero.
In the final phase, all reporting requirements were addressed using integrated analytics. Complex reporting needs were met by creating multiple query tables to blend data from various sources. Dashboards for each module were also developed, providing users with insightful, module-specific visualizations.
Implementation Process
- Requirement Analysis and Planning
- Conduct detailed discussions with stakeholders to understand the existing MS Access application, its modules, workflows, reports, and dependencies.
- Identify critical data and workflows to be migrated and prioritise them based on dependencies and business impact.
- Define success metrics for migration and integration with Xero.
- Pre-Migration Preparation
- Review Existing System:Analyse the database structure, relationships, and dependencies between tables.
- Data Cleanup:Identify and resolve data inconsistencies, duplicates, and irrelevant records in the MS Access database
- Data Preparation:Export data from MS Access in a format suitable for manual processing, ensuring data integrity and compliance.
- Migration Strategy Execution
- Sequential Migration:Begin with modules that have the least dependencies to establish foundational data and build upwards to complex modules.
- Data Mapping: Define mappings between source (MS Access) and destination (Zoho Creator) fields for each module.
- Manual Data Upload: Use Zoho Creator’s import tools to upload the data for each module, ensuring adherence to the mapping plan.
- Validation: Verify the integrity and accuracy of migrated data after each upload.
- Application Development in Zoho Creator
- Design module-specific workflows to automate repetitive tasks and business processes.
- Create a tabbed page layout to centralise related module data for ease of access and improved user experience.
- Integration with Xero
- Sync contact records and invoice records between Zoho Creator and Xero.
- Build scheduled automation to periodically fetch payment information for open invoices from Xero.
- Reporting and Analytics
- Identify reporting requirements and analyse the data structure needed for each report.
- Create query tables in Zoho Analytics to blend data from multiple tables for complex reporting needs.
- Develop dashboards for each module, offering real-time insights and visualisations tailored to user needs.
- Testing and Quality Assurance
- Conduct rigorous testing to ensure all modules, workflows, integrations, and reports function as expected.
- Perform user acceptance testing (UAT) to gather feedback and address any issues before deployment
- Training and Deployment
- Provide training sessions for end-users to familiarise them with the new Zoho Creator application and workflows.
- Deploy the application and monitor the system closely during the initial phase to address any post-migration issues.
- Post-Deployment Support
- Offer ongoing support for troubleshooting and further optimisation
Results and Impact
The migration to Zoho Creator enabled EClinical Forum to modernize its operations with a robust, cloud-based solution. The manual migration strategy ensured seamless data transfer, preserving the integrity of 20,000 member records and historical event data. Custom workflows and a streamlined interface enhanced user efficiency by centralizing data access.
The integration with Xero streamlined invoicing and payment tracking, reducing manual efforts and improving financial accuracy. Advanced analytics and dashboards empowered data-driven decision-making with real-time insights across all modules.
Delivered in just 8 weeks, the new system significantly improved collaboration, scalability, and operational efficiency, positioning EClinical Forum for future growth.
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