The Ultimate ERP Migration Checklist: Data & System Migration Strategy

Staying up to date on the latest software and technology updates while maintaining productivity through your ERP can seem overwhelming—but it doesn’t have to be. 

By understanding the necessary steps, timelines, and goals for implementing the latest version of your ERP, small and medium-sized businesses can alleviate concerns and streamline the process so that the ERP migration is as seamless as possible. By following a migration checklist and understanding the process, you can ensure that everything is being done the right way and set your business up for continued success.

What Is ERP Migration?

ERP migration is the process of moving your ERP system from one environment to another—often from an older version to a more modern release, or from on-premises to the cloud. It involves transferring all of your business-critical data, customizations, processes, and user settings to ensure a smooth transition to the upgraded platform. While the idea of migration might sound technical or complex, it’s ultimately about improving system performance, increasing efficiency, and keeping your business aligned with the latest technology advancements. With the right strategy and a clear migration checklist, ERP migration becomes a proactive step toward long-term success and scalability.

Understanding ERP System Migration

Migrating your ERP can be broken down into three major phases: planning, pilot, and cutover. During each of these key phases, you can take the necessary steps to transition your data and processes in the most efficient way. While the onboarding and migration team will be able to walk you through each phase and the necessary steps you must take, it is vital that you have an understanding of the process and what will be required of you.

ERP System Migration Checklist

Planning Phase: ERP Migration Strategy

During this phase, the migration checklist comprises of the steps needed to prepare for the migration of your ERP. Each planning step is important as preparation for performing necessary updates and kick-starting your migration plan.

• Release Notes – Review release notes for all updates and familiarize yourself with the release to which you are migrating your ERP.
• Timeline – Establish your timeline for training, piloting, and cutover. Be sure to include ample time for building out processes and allow extra time for any unexpected roadblocks for ERP migration.
• Resources – Identify which key resources will be required during each phase and take note of any potential problems that may arise.
• Enhancements Catalog – Create a catalog for additional features to enhance your platform, including:
  • Reports and Custom Reports – Any reports that have been enhanced or any customized reporting options.
  • Scripts – List any customized scripts and any associated screens.
  • Packages – List all customized packages and any screens being impacted.
• Business Process Flows – Create or update your Business Process Flows to ensure all business processes and enhancements are included.
• New Functionality – Review any new functionality in the latest release and update the Business Process Flows to include any of the new updates or changes.

Pilot Phase: ERP Data Migration & Testing

During this phase, the ERP migration checklist will entail a number of steps and processes that will update your data and begin the transition to work-out any issues and ensure that everything is operating the way that it should be.

• Backup – Ensure that your production database is backed up before continuing.
• Pilot Database – Restore the backup to a migration pilot database.
• Migrate Pilot Database – Migrate the pilot database to the desired release.
• Correct Data – Update and correct any data issues that were discovered during the migration process and create a Data Correction List so that these can be applied during the migration process.
• Execute Process Flows – Execute the updated Business Process Flows.
  • Validate the screen-based outcome for each process flow by testing the necessary queries.
  • Validate document-based outcomes (i.e., Purchase Order, Packing List, Invoice) by running the necessary tests for each process flow in your ERP migration checklist.
  • Remediation List – Create a list of problems and errors with enhancements and reports that were found during the pilot phase.
  • Privileges List – Create a list of users and groups that will need new privileges after migration to the new release, to ensure that you are prepared to migrate all employees and vendors.
  • Remediate Enhancements and Reports – Run additional tests on instances in the Remediation List and determine if the issues and problems have been fixed.
  • Final Pilot – Execute the Business Process Flows with the remediated Enhancements and Reports.
  • Training – Train end users on the new release and ensure that each user and group is given the necessary privileges and access to proper channels within your ERP.

Cutover Phase: Finalizing Your ERP Migration Project Plan

This is the step where you will finalize the migration and prepare the final training and transition over to your new ERP. 

• Logoff – Log all users out of the system and remove access.
• Backup – Ensure that your production database is backed up and that you have a copy stored.
• Correct Data – Apply data corrections discovered during the pilot phase that have been documented in the Data Correction List.
• Update – Begin to migrate the production database to the new release and ensure that all software updates are made.
• Remediate – Fix and solve all enhancements and reports based on the Remediation list that was created in the pilot phase.
• Deploy ERP Client – Deploy your new ERP client to all end users and ensure that the software is properly installed.
• Update Privileges – Make sure all user and group privileges and permissions are updated for the live version of the ERP.
• Logon – Grant end user access and ensure all credentials are valid for your completed ERP migration.
• Monitor – Now that your ERP migration has been completed and your software is live, you must continue to monitor production processes and utilize your Business Process Flow document to ensure a smooth transition.

ERP Migration Challenges

ERP migration can significantly improve system performance and business efficiency, but it’s not without its hurdles. Being aware of common challenges ahead of time can help you plan more effectively and avoid disruptions along the way. Key challenges include:

• Data Integrity Issues – Incomplete, outdated, or inaccurate data can create problems during and after migration if not properly cleaned and validated.
• Complex Customizations – Existing scripts, reports, or integrations may not function correctly with the new system, requiring remediation or redevelopment.
• User Adoption and Training Gaps – A lack of proper training or change management can slow down adoption and reduce the overall effectiveness of the new system.
• Unclear Timelines or Goals – Without defined objectives and deadlines, projects can suffer delays, scope creep, or misaligned expectations.
• System Downtime Risks – If not carefully planned, migration can lead to extended downtime that disrupts daily operations and impacts productivity.

ERP Migration Best Practices

To navigate ERP migration successfully, it’s essential to follow a set of best practices that keep your project on track and minimize risk. These tried-and-true strategies will help you get the most out of your new system:

• Assemble a Dedicated Migration Team – Involve stakeholders from IT, operations, and leadership to ensure all business needs are represented.
• Define Clear Goals and Timelines – Set measurable objectives and realistic deadlines to maintain focus and momentum throughout the migration process.
• Cleanse and Validate Data First – Eliminate duplicates, correct errors, and ensure your data is accurate before it’s migrated.
• Test Early and Often – Use the pilot phase to thoroughly test business processes, reports, and customizations to catch issues before cutover.
• Prioritize End-User Training – Equip your team with the knowledge they need to feel confident using the new system from day one.
• Plan for Ongoing Support – Have a post-migration plan in place to monitor performance, address issues, and help users through the adjustment period.

Establishing an ERP Migration Team

A successful ERP migration starts with the right team in place. Assembling a cross-functional migration team ensures that both technical and operational needs are addressed throughout the project. Each member should bring a unique perspective and skill set to support planning, testing, training, and go-live support. Your ERP migration team should include:

• Project Manager – Oversees the entire migration, manages the timeline, coordinates between departments, and ensures milestones are met.
• IT Lead – Handles technical aspects of the migration, including database management, system integration, and software deployment.
• Business Process Owners – Represent each department impacted by the ERP system (finance, operations, sales, etc.) to ensure business needs are reflected in the new setup.
• Data Specialist – Manages data cleansing, validation, and mapping to ensure accurate and efficient data transfer.
• Training and Change Management Lead – Develops and executes training programs and supports user adoption through clear communication and guidance.
• Vendor or ERP Partner – Provides product expertise, troubleshooting support, and ensures the migration aligns with best practices for the ERP software.

By building a well-rounded ERP migration team, you can proactively address challenges, maintain strong communication, and keep your migration project running smoothly from start to finish.

Benefits of ERP System Migration to Cloud-Based Solutions

Migrating your business’s ERP software and updating to a new release version can seem daunting—but the benefits that come from staying up to date on the latest release cannot be understated. Each new release of your ERP software can account for updated security enhancements, newly released features and integrations, fixes to bugs and software issues, and ongoing upgrades that are developed to give you the best version of ERP software available.

Ensuring a Smooth Transition & Continued Success with Our ERP Migration Checklist

The amount of time it takes to migrate from one release to the next can vary greatly depending on a variety of factors, including the number of enhancements, which version of the ERP you are migrating from, the number of scripts and customizations being implemented, and any other major adjustments. By utilizing the migration checklist and prioritizing the proper steps for implementation, you can ensure a smooth transition and continue to maximize productivity across all elements of your business.

ERP Migration FAQ

What is ERP data?

ERP data refers to all the critical business information stored within your ERP system. This includes customer records, vendor details, inventory data, financial transactions, employee information, sales orders, and more. During an ERP migration, this data must be carefully cleaned, validated, and transferred to ensure it remains accurate, accessible, and functional in the new system or release version.

How long does ERP migration take?

The timeline for an ERP migration varies depending on several factors, including the complexity of your system, the number of customizations, the volume of data, and your internal resources. On average, ERP migrations can take anywhere from a few months to an entire year or longer. A detailed migration plan, combined with a clear timeline for each phase (planning, pilot, and cutover), can help keep the process on track and minimize disruptions.

How much does ERP migration cost?

ERP migration costs can differ widely based on the size of your organization, the ERP platform in use, the level of customization, and whether external consultants or vendors are involved. Expenses may include licensing fees, consultant or vendor support, internal labor, training, testing, and post-migration support. While pricing can range from thousands to hundreds of thousands of dollars, the investment typically pays off through improved efficiency, better data management, and more streamlined operations.

Discover the Best ERP Systems at CAI Software

At CAI, we create purpose-built software to help our customers across a variety of industries streamline business processes and optimize their manufacturing environment. Our goal is to provide you with industry-leading solutions that improve your daily operations, all with excellent service and support.

Whether you are looking to automate production, increase your return on investment, reduce costs, or streamline operations, we can help. With our ERP systems and access to our expert team, optimizing your business processes is easier than ever.

Contact us today for a free consultation.