Client and Context: Upgrading and Migrating a Customized Legacy Reporting System
The client, a major player in the pharmaceutical industry worldwide, encountered significant difficulties with their regulatory reporting processes. Major operational and compliance problems resulted from their current regulatory reporting system’s use of a legacy business intelligence solution, which was out of date and no longer officially supported. The client’s other systems had been upgraded to supported versions, but this reporting system’s numerous embedded customizations made the upgrade process challenging. While the vendor-supported version had switched to a Java-based implementation, the client’s existing customizations were made using Visual Basic for Applications (VBA).
The client wanted to migrate the system to a supported version while retaining the customizations, and switch to a cloud-based implementation from the existing on-premises solution. In this situation, it was crucial to guarantee proper data migration to a supported, scalable version of the system while preserving operational continuity and regulatory compliance.
Challenges: Overcoming the Complexities of Custom Implementations on Legacy Systems
The journey began with an urgent need to address mounting inefficiencies and risks within the client’s legacy system. Transitioning from this outdated system was not straightforward, as deeply ingrained customizations and performance bottlenecks presented significant hurdles. The stakes were high, and the unsupported and customized system presented specific issues:
- Outdated System Risks: The legacy system was no longer supported by the vendor, leading to high operational and compliance risks.
- Complex Customizations: Transitioning several critical VBA-based customizations to a Java-based architecture required significant reengineering effort.
- Data Accuracy and Integrity: Ensuring seamless data migration without any discrepancies was essential to meet regulatory standards.
- Performance Bottlenecks: Report generation times spanned hours, causing delays in critical decision-making processes.
- Regulatory Compliance: The new system had to adhere to rigorous standards for regulatory audits and reporting.
- Scalability and Futureproofing: The upgraded system needed to support future enhancements and integrations with modern platforms.
Solution: Phased Migration with Automated Data Validation
To accomplish these goals, MResult collaborated with the client to provide an outcome that satisfied both their present and future requirements. The stakes were high, and the unsupported and customized system presented specific issues. Each element of the solution was created to tackle specific problems while aligning with the client’s overall objectives for compliance and operational effectiveness.
1. Strategic Migration Approach:
To ensure all dependencies were adequately captured, MResult performed a comprehensive analysis of the legacy system’s architecture, data flows, and customizations. This was followed by a multi-step migration process with proper risk mitigation in place:
- Intermediate Layer Development: A custom-built intermediate layer facilitated the smooth transition of data and functionalities between the legacy and new systems.
- Phased Migration: The transition was executed in multiple phases, ensuring minimal disruption to ongoing operations.
2. Rearchitecting Customizations:
The customizations included in the reporting system were extensively re-engineered in Java to and validated:
- All the VBA-based customizations were reengineered from scratch using Java components.
- Each customization underwent rigorous testing to ensure compatibility and performance in the new system.
3. Data Accuracy Assurance:
Ensuring data accuracy was critical in this implementation, but the sheer volume of the data made manual methods unfeasible. To overcome this, MResult adopted an algorithmic approach to automate the validation process:
- Machine learning algorithms were deployed to compare and validate data between the old and new systems, ensuring data integrity.
- Advanced NLP techniques were deployed to scan reports line-by-line for discrepancies.
4. Performance Optimization:
The time taken for report generation by the legacy system had become a significant operational drag for the client. During the migration process, MResult identified and implemented features on an architecture and interface level to significantly boost the system’s performance:
- The architecture of the new system leveraged parallel processing capabilities, reducing report generation times from hours to minutes.
- Quality-of-Life improvements like automated distribution of reports via email, inboxes, and SharePoint were enabled.
5. Scalability and Future-Readiness:
The switch from on-prem to secure cloud implementation provided a boost in modernization and upgradability, while reducing server and maintenance costs for the client:
- The new system was deployed on a cloud-based platform, providing enhanced scalability and integration capabilities.
- Modular design ensured adaptability for future customizations and technological advancements.
Business Impact: Redefining Efficiency and Compliance
The implementation of the solution addressed immediate challenges posed by the legacy system and delivered long-term value to the client. By upgrading the system to a supported version, the client could reallocate a team required to support the legacy version to tasks with higher business impact and reduce the cost of maintaining 12+ on-prem servers. The design and execution of the project unlocked better compliance readiness, increased operational efficiency, and improved scope for future upgrades and scale:
1. Enhanced Performance:
- Report generation times reduced from hours to minutes, enabling faster decision-making.
- Automated workflows minimized manual intervention, reducing operational overhead.
2. Regulatory Compliance:
- The new system adhered to required regulatory standards, ensuring audit readiness.
- Improved data integrity bolstered confidence in reporting processes.
3. Cost Savings:
- Elimination of legacy system support reduced operational costs.
- Cloud-based deployment reduced infrastructure expenses.
4. Scalability and Upgradability:
- The modular architecture supported seamless integration of new features and capabilities.
- Cloud readiness positioned the client to leverage emerging technologies efficiently.
5. Improved User Experience:
- Modern and intuitive interfaces enhanced user productivity.
- Reduced dependency on IT teams for report generation enabled self-service capabilities for business users.
Benefits: Modern Architecture, Comfortable Compliance
From its inception, each aspect of the solution was meticulously crafted to address unique client needs while driving measurable outcomes.
- Innovation in Data Validation: Use of machine learning and NLP for high-precision data validation.
- Comprehensive Customization Reengineering: Successfully transitioned complex customizations from VBA to Java without affecting functionality.
- Scalable Cloud Architecture: Ensured readiness for future technological evolution.
- Streamlined User Experience: Delivered an intuitive system with robust automation capabilities.
Impact: Building a Future-Ready Foundation
The project’s success demonstrated MResult’s expertise in handling large-scale, complex migrations while achieving measurable business outcomes. The solution not only addressed immediate challenges faced by the client, but also laid the foundation for sustained growth, operational efficiency, and compliance readiness.
