Phase 1: establish a baseline
Document how HCF onboarding, collection, receipt and reporting happen today. Count unresolved reconciliation items and the time spent preparing an ordinary report. Identify duplicate HCF records, shared user accounts and unmanaged spreadsheets. Agree which system will be the source of truth for each field before migration starts.
Phase 2: clean and map your data
Create a mapping from existing HCF identifiers to the target records. Keep historical identifiers available for reconciliation. Separate inactive facilities from duplicates; they require different treatment. Verify addresses, service details and applicable registration references with their owners. Approve migration totals and a sample of detailed records before the pilot uses the data.
Phase 3: run a controlled pilot
Use a small operational scope with named field and plant supervisors. Include a connectivity failure, corrected weight, missed pickup and device replacement in the acceptance scenarios. Compare the new system with the agreed baseline. Record discrepancies and decide who can authorize a rollout pause or rollback. Avoid maintaining two indefinite sources of truth.
Phase 4: expand only after reconciliation works
Expand route by route once staff can close the day with understood exceptions. Add reporting automation after source records are dependable. Review training needs, device availability, backup restoration and support response procedures. Keep a short issue register for the first weeks of each expansion so recurring failures receive a permanent fix.
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