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add migration agreement docs
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‎sphinx/scc_doc/migration_agreement.rst

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# Specify Data Migration Agreement
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This Migration Service Agreement (Migration Agreement) is made and entered into by and
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between Specify Collections Consortium (SCC) and the Customer for the purpose of
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migrating Customer’s data (Collection Data) from Customer’s current data platform
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(Source Data) into Specify Software. This Migration Agreement is an amendment to any
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Agreement between Customer and SCC.
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# Project Scope
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SCC will perform migration services for Customer (Migration Project), as outlined in
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this Migration Agreement and the Data Migration Scope (DMS). The SCC and Customer shall
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agree on a Migration Workplan within a specified time period after the Migration
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Agreement has been activated. This shall serve as the entire scope for the Migration
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Project (Migration Project Scope) to which SCC commits under the terms of this Migration
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Agreement.
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# Migration Workplan
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The Migration Workplan specifies how the SCC will accomplish the Data Migration defined
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in the DMS. The Customer and the SCC will agree on the parameters of the Migration
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Workplan within a specified time after the Migration Agreement has been signed. The
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Migration Workplan will include the following, for each database:
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* Collections to be included in each;
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* Division of data within the hierarchical structure Collections, Disciplines,
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Divisions, and Types, to be defined and populated by the Source Data;
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* Mapping between the Source Data and Specify schema;
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* Collecting Event relationship to Collection Object;
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* Paleo Context relationship to Locality, Collecting Event, or Collection Object;
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* Existence and definition of Collection Relationships;
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* Formatting for dates and Identifiers;
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* Approximate completion dates for data migration steps, including expected response
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time for Customer approval or feedback;
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* SCC response to Customer feedback will naturally push following dates forward.
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* Inaccurate or incomplete configuration requirements may result in Additional Fees.
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# Price and Time Estimate
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Customer agrees and acknowledges that Data Migration Fee and Time estimate may be
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increased during the course of Migration Project in the event Migration Project
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requirements exceed the specifications allowed for in Migration Project Scope. This can
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result from underestimation of labor and/or complexity including but not limited to:
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* Unexpected large volumes of Migrated Data;
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* Undiscovered data complexity or inconsistency;
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* Undisclosed workflows;
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* Delays in:
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* Source data availability
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* Customer feedback and/or approvals
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* Other unforeseen delays
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* Unique technical requirements
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Should the Customer decide to terminate the Migration Project at any point during the
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project, all agreed upon fees shall still be due and payable to SCC.
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# Customer Project Responsibilities
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In addition to responsibilities set forth in the DMS, Agreement, or any amendment
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thereto, Customer agrees and acknowledges that Customer shall:
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* Cooperate and provide reasonable assistance during Migration Project and/or as
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reasonably requested by SCC;
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* Designate a Point Person for receipt of any and all of SCC’s operational
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communications regarding Migration Project and transmission of Customer’s Migration
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Project decisions, information, approvals, and/or acceptance; provide prior written
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notice of any Point Person change, and to use reasonable efforts to minimize any such
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change;
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* Provide the complete dataset to be converted before the Migration Project begins.
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* Clean and standardize data before providing it to SCC for migration;
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* Provide a list of all standardized values requested for controlled vocabularies;
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* Refrain from making change(s) and/or revision(s) to any Migrated Data during Migration
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Project, with the exception of modifications agreed upon by the SCC and Customer;
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* Participate in creating a Migration Plan specifying the Data Mapping and configuration
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details for the finished Migrated Data;
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* Understand and accept that Additional Fees may apply if Customer changes the
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configuration requirements stipulated in the Migration Workplan (including but not
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limited to: data mapping, data relationships, database configuration, form layout) of
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the Migration Agreement;
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* Promptly and thoroughly test Migrated Data;
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* Report any and all errors to SCC discovered during testing, including instructions to
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demonstrate how the error can be reproduced and, if applicable, visual examples
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(i.e. screenshots) of such;
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* Understand and acknowledge that should Customer fail to promptly/thoroughly complete
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migration testing responsibilities, a complete re-migration may be required, for
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which Customer will have to pay Additional Fees;
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* Understand and accept that Additional Fees may apply if Customer requires SCC to
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resolve user errors;
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* Understand and accept that SCC’s responsibilities and obligations as set forth herein
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are dependent upon, among other things, the accuracy, assumptions, and representations
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made by Customer, the timeliness of Customer’s decisions, and the timeliness of
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Customer’s performance of Customer’s responsibilities and obligations;
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SCC’s nonperformance shall be excused if such nonperformance stems from Customer’s
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failure to perform Customer’s responsibilities and/or obligations, both express and
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implied, as set forth herein. Customer agrees and acknowledges that in the event of
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Customer’s failure to perform, SCC has NO DUTY to incur additional costs (including but
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not limited to labor and software/hardware costs) in performing its obligations under
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the Agreement or investigate Customer’s failure to perform. Should Customer fail to
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perform, Customer agrees to pay SCC the estimated cost set forth in the DMS and
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acknowledges and agrees that this is fair and reasonable.
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# SCC Project Responsibilities
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In addition to responsibilities set forth in the DMS, Agreement, or any amendment
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thereto, SCC agrees and acknowledges that SCC shall:
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* Request, obtain, and verify Source Data access according to Migration Assessment Plan
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specifications;
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* Set up Migration Instance for data verification;
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* Oversee and administer Migration Project;
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* Set up a project management board and provide access to Point Person;
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* Set up and reconfigure Migrated Data, according to Migration Project Scope, and
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restore on Migration Instance;
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* Perform cursory initial review of Migrated Data;
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* Provide an estimated timeline and Migration Workplan for Migration Project;
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* Provide Customer the opportunity to thoroughly test and verify operating functionality
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of Migrated Data;
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* Provide a complete Specify backup, including all data and configuration files required
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for a fully functional, fully populated instantiation on the Specify Cloud or a
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Customer-hosted server.
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SCC will make every effort to allow continuous access to Migrated Data during the
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Migration Project, but downtime for the Migration Instance during the Migration Project
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should be expected. Customer will not modify Source or Migration Instance data during
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the Project unless agreed upon in advance.
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SCC migrates data as is. SCC is not responsible for errors or inconsistencies in the
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data.
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# Data Ownership
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The SCC makes no claim of ownership to Customer collection data and will not use or
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distribute such data without express written permission of Customer.

‎sphinx/scc_doc/migration_scope_template.rst

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Data Migration Scope
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##################
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The projected cost is based on the following agreed upon Migration Data metadata.
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Organization Name
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******************
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<name>
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Validity of Quote
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******************
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xx months
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Projected Number of Databases
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******************
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1
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Projected Number of Collections
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******************
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1
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Original Data Format
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******************
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<source application file format>
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Source Data File Format
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******************
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xx format text files, each a different table
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Encoding
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******************
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<encoding>
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Database Size
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******************
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xx MB of data
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Collection Object Record Count
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******************
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xx Collection Object records
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Taxon Tree Requirements
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******************
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<branch and source | created from source data>
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Projected Cost
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******************
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$xxxx USD at $40/hr for xxx hours of work. For every hour over 150 that is required, there will be a $50 additional fee.
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Projected Time for Data Migration Project
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******************
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xx weeks (A more detailed timeline will be provided in the Data Migration Workplan)

‎sphinx/scc_doc/migration_workplan_template.rst

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Specify Data Migration Workplan
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##################
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**Workplan for <name>**
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Migration Data Scope
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************************
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* Database(s):
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* Collections in each:
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* Source data:
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* Format:
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* Size:
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* Collection Objects:
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* Encoding:
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* Original software:
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Project Timeline
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************************
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All dates are measured from the completion of Decide on Specify Configuration.
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Each task includes estimated hours, translated into available staff days. Timeframes
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are based on actual hours required for completion.
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**[Edit based on analysis and migration personnel availability]**
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| Step | Responsibility | Staff Hours | Staff days | End Date (week/day) |
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| :---- | :---: | :---: | :---: | :---: |
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| Setup, analysis of source data | SCC | 20 | (3) | |
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| Decide on Specify Configuration | SCC and Client | 2 | (1) | |
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| Map source to Specify schema | SCC | 30 | 4 | 1/4 |
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| Review mapping | Client | | 5 | 2/4 |
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| Modify mapping | SCC | 20 | 3 | 3/2 |
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| Create database | SCC | 2 | 1 | 3/3 |
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| Prepare Taxon Tree and Upload | SCC | 13 | 2 | 3/5 |
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| Map source to Specify tables for Workbench | SCC | 20 | 3 | 4/3 |
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| Test sample upload via Workbench | SCC | 4 | 1 | 4/4 |
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| Review test sample in Specify instance | Client | | 5 | 5/4 |
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| Cleanup validation errors in Workbench data | SCC | 30 | 4 | 6/3 |
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| Upload test data via Workbench | SCC | 4 | 1 | 6/4 |
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| Upload full data via Workbench | SCC | 4 | 1 | 6/5 |
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| Create Data Entry forms | SCC | 10 | 2 | 7/2 |
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| Map schema tables and fields to UI titles and labels | SCC | 4 | 1 | 7/3 |
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| Create and populate the Specify instance | SCC | 4 | 1 | 7/4 |
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| **Complete** | | | **xx days** | **Week x, Day y** |
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Specify Configuration
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***********************
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* Data Division
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* Collections, Disciplines, Divisions, and Types
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* Schema Mapping: Source to Specify
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* CollectingEvent → CollectionObject Relationship
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* PaleoContext → Locality | CollectionEvent | CollectionObject Relationship
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* Collection Relationships
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* Date/Identifier Formatting
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Projected Time for Data Migration Project
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***********************
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xx weeks
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Allows additional time for some unexpected data complexity and staff/client availability.

‎sphinx/scc_doc/needed_docs.rst

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SCC Documentation
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########################
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Business Documentation
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************************
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* Privacy Policy (Written in 2020. Time to update/review?)
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* Disaster Recovery Plan
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* Data Recovery Process
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* Business Continuity Plan
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Change Management Plan (beta version available for review Specify Change Management Procedure.docx)
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Terms of Use/Service (written in 2020. Time to update/review?)
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License
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Security Documentation
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*************************
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HECVAT (Final edit needed)
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Security Incident Response Plan
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VPAT2 (last filled out in 2023 should be reviewed and updated)
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Information Security Policy
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Risk Management Program
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Services Agreement Documentation
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*************************
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Migration Agreement
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Migration Scope
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Migration Workplan
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Hosting Agreement
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Member Agreement Documentation
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*************************
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Member Agreement

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