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If an Access Client Locks (ACL) exists on the user performing the data downloads to upload into your new vendor system, they will be restricted from downloading the client information. There are two recommended options from here:
- The HSP's Catalyst Super User should perform the data downloads to transfer to the new vendor.
- The HSP's Catalyst Super User can grant the user performing the data downloads Super User access.
Steps for Downloading Data from SAP for Data Migration
- Review your organization's data retention policy and confirm what data and for how many years you will migrate into your new CMS. Provincial MDS to PDS Mapping Standard is a great tool to better understand your Catalyst data and the MHA PDS requirements.
- Consult with your new CMS vendor regarding the required amount and types of data for the migration test.
- Each HSP will download the data they require for migration using the Data Download (DD) reports. For more information about each Data Download, you can find that information at Data Download Report Information.
- To export the test data, ensure you have report access that includes the DD reports. If not, request access from the Catalyst Service Desk through your Catalyst Offboarding ticket.
- Depending on the volume of data to be migrated, you may need to generate multiple reports, especially if the size is considerable (e.g., by each calendar year).
- Note that Attachments or Case Notes cannot be exported independently and will require the Catalyst Offboarding Team to perform this task. More information can be found here.
- Once the required reports for migration are identified, launch the Catalyst Reports using the link in the Reports menu in Catalyst, and double-click on the report you wish to export. Choose the desired data range for extraction based on your organization's data retention policy and report size.
The data returned in SAP will display condensed columns except for the last column labelled "For Client Mapping Purposes" which will appear as "FOR CLIENT".
For the migration, you will need to export this report. To do this, select the icon "Export this report",
Select "Microsoft Excel Workbook Data-only" file format.
**Please note, the date range might be too large and the report could time-out when attempting to download the file. If this occurs, users should break-out the report into 2-3 smaller date ranges to export.
Which will result in a spreadsheet that looks like this (click on the file to view the document):
Please note that you have the option to adjust the column width. Each row represents a client record, and the client mapping number is situated in the far right column, as shown in the example below (Column EN). This information is crucial for your new CMS vendor to accurately incorporate into the client's record.
Lastly, your new CMS vendor will require this file's data to be unaltered and in CSV (comma delimited) format. To change the format, select "Save as" and "Save as type:" as "CSV (Comma delimited)".
