UCB document migrations

Testimonial of UCB

Earlier this year, the Non-Clinical Development department had to migrate several thousand non-clinical documents from a legacy Documentum environment to Mikado Submissions, UCB’s new global Electronic Document Management System for submission and submission-related documents based on the FirstDoc system from First Consulting Group. Our deployment strategy was based on a bulk migration rapidly followed by a business go-live, in order to ensure a seamless transition from the legacy system to the new one, with no content variation.

Having assigned this project a 4-month timeline, we opted for the XAOP analyzer-based solution, which allowed us to fully automate the mapping of meta-data and associated values. Once we had defined mapping rules for meta-data, values and naming conventions, XAOP extracted the relevant information from the legacy system, applied the mapping rules and imported the resulting data in an analyzer tool. An additional challenge was to automatically create study dictionaries grouping meta-data for a set of documents, whereas the legacy system had meta data indexed for each document individually.

The next step was for us to check data and enrich them as needed in the analyzer. Mapping and automated transformation had worked so successfully that we were able to validate and enrich up to 100 documents per hour in the analyzer. Once all data had been properly checked, documents were bulk-loaded into the new Electronic Document Management System. A last set of checks in an acceptance environment guaranteed us that the migration had been successful.

Using the XAOP analyzer tool allowed us to meet our tight deadlines and significantly eased our system deployment.

XAOP has been very proactive in analyzing our requirements and developing a customized solution. Being customer-focused, XAOP has been very responsive throughout the project to our requests for enhancements of the tool or processes and was able to quickly solve issues. The service provided by XAOP exceeded our expectations. Eventually, the Non-Clinical Development migration project with XAOP proved to be so efficient that it was accepted as the preferred solution for all migration activities to be performed by other functions within the framework of the Mikado Submissions project.

— Isabelle Libert (Group leader, Submission/Controlled Document Management Non-Clinical Development - UCB Pharma SA)