Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
Bidder’s Name: Click here to enter text.
Requirement Type: Conversion Plan – Contractor
Instructions:
 For each requirement contained within this document a response is required.
 If additional space is needed Bidder should clearly label their response with the
requirement identifier.
 NYS reserves the right to allow the Bidder to correct obvious errors of omission.
This attachment shall be used to address the conversion/migration efforts of loading NYS data
into the Bidder’s RMS solution with the primary effort of that work being performed by the
Contractor.
Introduction:
Each phase of this project requires a different approach to the conversion and migration of
data to the new RMS although the expectation is that the processes for each phase will be
similar. The material in this section only relates to Phase 1 and Phase 2; any conversion and
migration and activities during Phase 3 will be handled as a separate task order.
NYS understands that a successful data conversion and migration into the new RMS solution
cannot be accomplished without a strong partnership and commits to employing the
necessary NYS skills and resources necessary to be successful. This includes but may not
be limited to business experts who understand and can make decisions about the existing
SJS data and technical experts who understand and have permissions to the database
infrastructure.
Conversion and Migration Processes
The processes supporting the conversion and migration of data to the new RMS are expected
to be as follows:
Data Extraction: NYS is responsible for developing the software and executing the data
extraction process against the SJS database. NYS will work with the
Contractor to define the format of the extracted information. Please note
that data related to interfaces whose functionality has been subsumed by
the new RMS system will not be converted and migrated into the RMS
system as a function of this RFP and should not be included in bidder’s
response.
Data Mapping:
Data mapping is the programmatic process that maps the information in the
extracted information to the Contractor’s data format(s). The Contractor will
work with NYS to ensure that the mapping algorithms are complete and
correct.
Data Validation: Data validation is the programmatic process that ensures that the
information being prepared for the new RMS solution meets the
requirements of the Contractor’s solution. The Contractor will work with NYS
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Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
to ensure that the validation algorithms are thorough and accurate and that,
through periodic quality assurance steps, verify that the data retains the
correct contextual meaning.
Data Cleansing: Data cleansing represents a programmatic tool and a manual process. The
programmatic tool is an application that provides NYS with the capabilities
needed to correct information that failed data validation algorithms. The
manual process refers to the activities that NYS is responsible for to modify
information that failed data validation algorithms or to mark the information
in some manner that excludes the information from the conversion and
migration process. Modified information submitted by NYS will be sent back
through the data validation process via the programmatic tool.
Data Load:
The Contractor is responsible for developing the software and executing the
data load process to the new RMS solution. NYS will work with the
Contractor to collaborate on a quality assurance process to ensure that the
data load is accurate and complete.
Phase 1
The conversion and migration of data to the new RMS for Phase 1 focuses on the information
contained in the NYSP SJS database. The SJS data structures for NYSP are defined in
Appendix L and Appendix V.
NYS is considering an automated conversion of the Intelligence Case Management System
data to the new RMS solution but this feature is optional for NYS to procure; therefore the
costs must be submitted separately in Attachments 10 and 11.
Phase 2
The conversion and migration of data to the new RMS for Phase 2 focuses on the LEAs
utilizing the NYS SJS application. All LEA SJS installations utilize the same SJS data
structures as defined in Appendix L and Appendix V. NYS will work with the LEAs and
the Contractor to schedule the transition to the new RMS and the requisite data
conversion and migration.
The Bidder shall consider the following assumptions when developing its response to the
conversion requirements:

For the purposes of the response to this the Contractor shall consider
A = Accountable that the work is done and done properly;
C = Collaborated
with to insure work considers all issues; R = Responsible for performing the work
Phase
Phase 1
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Major Activity
Data Extraction
Data Mapping
Software Development
Data Mapping
Execution
Contractor
C
A, R
NYS
A, R
C
A, R
C
LEA
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Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
Phase
Phase 2






Major Activity
Data Validation
Software Development
Data Validation
Execution
Data Cleansing Tool
Development
Data Cleansing
Data Load Software
Development
Data Load Execution
Data Extraction
Data Mapping
Software Development
Data Mapping
Execution
Data Validation
Software Development
Data Validation
Execution
Data Cleansing Tool
Development
Data Cleansing
Data Load Software
Development
Data Load Execution
Contractor
A, R
NYS
C
LEA
A, R
C
A, R
C
C
A, R
A, R
C
A, R
C
A, R
C
A, R
C
A, R
C
A, R
C
A, R
C
A, R
C
C
A, R
C
C
A, R
A, R
C
C
C
C
Refer to Table 1 – Expected Implementation Schedule for the phased approach to
the implementation of the RMS.
All conversion and migration activities and processes must conform to all security
issues to include CJIS; refer to Appendix Q for details.
Refer to Appendix E- Volumes for a definition of data volumes.
Refer to Appendix L – SJS Data Structures.
Refer to Appendix V - Table Structure SJS.
Refer to Appendix M –Intelligence Case Management System data definitions.
The conversion and migration of data from existing repositories to the proposed solution is a
critical component of each of the phases and shall be addressed by responding to the
requirements as defined below:
General Approach Requirement:
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Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
Rqmt.
No.
C1
Requirement Description
The Bidder shall provide a description of its approach to the conversion and migration
of data to its proposed solution that results in the successful conversion and migration
of existing Intelligence Case Management System data in phase 1 and SJS data at
NYSP and the approximately 220 LEAs in phases 1 and 2. This section of the
Bidder’s response shall address the assumptions presented above and shall include a
similar level of discussion on its proposed schedule as it relates to the overall
schedule presented in its project plan in Attachment 2 – Project Plan. The description
shall include NYS dependencies including, but not limited to, where the conversion
and migration tools will be hosted (e.g., in the NYS data center vs. at the Contractor’s
site) and methods acceptable to NYS and the Contractor for exchanging large
volumes of data.
Bidder’sC1 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
Timeline Requirement:
Rqmt.
No.
C2
Requirement Description
The Bidder shall provide a detailed timeline representing its proposed approach to
conversion and migration for each phase. This section of the Bidder’s response shall
specify the roles and responsibilities of the Contractor and NYS (e.g., Contractor
would be responsible for the conversion and migration of data with support from
NYS). Schedule details shall include, but not be limited to, critical dependencies,
development and acceptance testing of conversion and migration tools, level of effort
required by NYS by skill set for its roles and its assessment of the risks of completing
the tasks as required by the implementation schedule.
Bidder’sC2 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
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Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
Acceptance Testing and Quality Assurance Requirement:
Rqmt.
No.
C3
Requirement Description
The Bidder shall describe in detail its approach to the pre-production acceptance
testing of its conversion, migration and data correction/cleansing tools and how it will
perform quality assurance tests throughout all phases of the conversion and migration
processes. The Bidder shall specify the roles and responsibilities of the Contractor
and NYS for all functions proposed by the Bidder as they relate to conversion and
migration. The Bidder’s proposal must include a description of its tools, the maturity of
the tools (e.g., COTS vs. Custom, use in other engagements) and any automation
that would be utilized to validate the conversion and migration results throughout the
process.
Bidder’sC3 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
Error Handling and Data Cleansing Requirement:
Rqmt.
No.
C4
Requirement Description
The Bidder shall describe in detail its approach to handling errors found during the
conversion and migration processes and cleansing any data deemed to be not fit for
the proposed RMS. Included in the discussion shall be the automation and
technologies involved and the maturity of the tools. The Bidder shall specify the roles
and responsibilities of the Contractor and NYS for all of the functions proposed by the
Bidder as they relate to error handling and data cleansing. The Bidder shall provide in
its response historical statistical data from its previous engagements involving large
conversions and migrations especially related to the size of the converted databases,
conversion and migration throughput rates, error rates and typical repair times.
Bidder’sC4 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
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Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
Progress Reporting Requirement:
Rqmt.
No.
C5
Requirement Description
The Bidder shall provide a description of its approach to progress reporting
throughout the conversion and migration processes. Key data to be reported to NYS
include, but is not limited to, successful converted / migrated transactions, percent of
work completed and left to complete, transactions in error and not yet repaired,
transactions repaired and awaiting retry, total errors, and total repairs. The Bidder
shall describe the maturity of its reporting tools, describe the nature of the tools in
terms of COTS versus a customized solution and specify the roles and responsibilities
of the Contractor and NYS for all of the functions proposed by the Bidder as they
relate to progress reporting.
Bidder’sC5 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
Security Requirement:
Rqmt.
No.
C6
Requirement Description
The Bidder shall specify in its proposal the Contractor resources that need access to
the data being converted and migrated and the purpose for their need. They must
also identify the method that they would insure the data is being protected from
inappropriate release or modification. The proposal shall include the roles and
responsibilities of the Contractor and NYS for all of the functions proposed by the
Bidder as is related to data security (Refer to Appendix Q - CJIS Security Policy).
Bidder’sC6 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
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Attachment 4.1 – Conversion Plan – Contractor
New York State Law Enforcement Records Management System
Conversion Experience Requirement:
Rqmt.
No.
Requirement Description
The Bidder shall describe in detail its experience converting and migrating data from
other vendor RMS repositories. The description shall include, but not be limited to, a
list of the vendor application databases the Bidder has successfully converted and
migrated to its proposed solution and an inventory of tools in its portfolio that could
be leveraged for this engagement. Include how the Bidder would engage with both
C7
SJS (phase 1 and 2) and non-SJS (phase 3) LEAs during the conversion and
migration of their data. The bidder should site specific examples based on responses
on Attachment 16 – Customer References. Include the Number of RMS Records
Converted as part of the implementations.
Bidder’sC7 Response:
The Bidder’s solution description must be provided below and on additional pages, if necessary:
Click here to enter text.
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