Validating data conversion ahead of a critical system migration

GGZ Drenthe is a major mental healthcare provider in the north of the Netherlands, supporting clients across a wide range of psychiatric conditions. The organisation faced a significant system migration: client data held across two existing platforms needed to be transferred to a new electronic patient record.

A migration of this scale demands more than technical execution. It requires certainty, the kind that can be demonstrated and documented. And that certainty doesn't come without deliberate effort.

The challenge

With a firm deadline approaching and eighteen internal staff available on a temporary basis, the organisation lacked the structured testing capacity to validate the conversion process independently. What was needed was someone who could design, coordinate and document the testing programme to a standard that would hold up under audit scrutiny.

Blackbear's role

Blackbear defined the scope of the assignment and identified a specialist with a background in data validation and test coordination within healthcare settings. The professional brought structure to the entire testing process, from developing test scenarios and onboarding internal testers to daily progress monitoring and the systematic recording of findings. Their combination of domain knowledge and coordination capability allowed the team of eighteen to work effectively within a tight timeframe.

Result

Over the course of the engagement, more than 1,000 test hours were completed. The results demonstrated a conversion reliability of 99%, documented to audit and handover standards. GGZ Drenthe was able to complete the migration in a controlled and substantiated manner ahead of the 1 September 2025 deadline.