Migrating, importing and integrating audit data
Organisations implementing Pentana Audit rarely start with a blank slate. Valuable information may already exist in another audit management system, spreadsheets, methodology libraries or corporate master-data sources.
Sepia Solutions supports organisations in transferring this information into Pentana Audit through legacy-system migrations, structured data imports and recurring integrations.
A successful migration involves more than copying individual records. Audit information is interconnected: audits relate to entities and processes, findings lead to actions and updates, and reports or supporting documents form part of the audit history. These relationships and their context need to be considered when information is transferred to a new environment.
When organisations need data migration or integration
Data migration or integration may be required when organisations:
- Replace a legacy audit management system while retaining relevant historical information
- Introduce Pentana Audit when audit data, methodology or risk assessments already exist elsewhere
- Want to avoid manually recreating audit-universe or methodology information
- Consolidate information currently maintained across different sources
- Need Pentana Audit to remain aligned with changing organisational master data
Depending on the situation, the requirement may involve a one-off migration, a controlled import based on structured templates or a recurring integration with another system.
Different types of data migration and integration
Legacy-system migration
When replacing an existing audit management system, Sepia Solutions can support the transfer of historical and current information into Pentana Audit.
The migration approach depends on the structure and accessibility of the source data, the configuration of Pentana Audit and the information that the organisation needs to retain. Source and target structures do not always correspond directly, so data must be analysed and mapped before it can be transferred.
Where feasible, the migration can include not only structured records but also audit reports, supporting documents and other attachments associated with them.
Structured data imports
Not all information originates from another audit management system. Audit-universe data, risk assessments, methodology content or existing audit records may also be held in spreadsheets, documents or other structured sources.
Sepia Solutions can prepare controlled import templates that allow this information to be collected, reviewed and imported into Pentana Audit. This can reduce manual data entry, accelerate implementation and provide a consistent structure for the information being transferred.
Structured imports can also be used to populate demonstration, training or test environments with representative audit information.
Recurring data integration
Some information within Pentana Audit originates from authoritative systems elsewhere in the organisation and changes over time.
Sepia Solutions can develop recurring integrations that create or update information such as incidents, entities, contacts and other organisational details. These integrations can run at scheduled intervals, helping Pentana Audit remain aligned with the organisation’s master data while reducing duplicate maintenance.
What information can be migrated?
The possible scope depends on the source data, the target configuration and the organisation’s requirements. It may include:
- Configuration: system settings, picklists (segmentations)
- Audit universe: entities, processes and related organisational information
- Methodology: libraries for objectives, risks, controls, worksplans, tests and milestones
- Audit work: audits, audit activities and associated working information
- Issues and follow-up: findings, actions, updates and incidents
- People and master data: auditors, auditees or other business contacts and relevant details
- Documentation: audit reports, evidence and other attachments
Other information may also be included where it is available, relevant and compatible with the agreed target structure.
Preserving relationships and context
A useful migration is not simply a collection of imported records. The information must remain coherent and usable within Pentana Audit.
For example, findings need to remain connected to the appropriate audits, processes, actions and updates. Reports and attachments may need to remain associated with the records to which they belong. Audit-universe and methodology information must also be mapped to the structures used in the new environment.
Preserving these relationships helps retain the context of historical audit work and enables users to navigate and interpret the migrated information effectively.
A structured and controlled approach
Each migration starts with an assessment of the available source data and the required outcome.
A typical approach includes:
- Assessing the sources
Reviewing the available systems, databases, files and documents, together with the information that needs to be retained. - Mapping the information
Determining how source data, classifications and relationships correspond to the Pentana Audit configuration. - Preparing and transforming the data
Extracting, restructuring and, where necessary, cleaning the information before import. - Testing and validating
Performing trial imports and reviewing the resulting records, relationships and documents with the client. - Importing and reconciling
Completing the agreed import and checking that the migrated information is complete and usable.
The precise approach is adapted to the complexity of the source information, the required scope and the organisation’s implementation plans.
Relevant migration and integration experience
Sepia Solutions has delivered different forms of migration, import and integration services for Pentana Audit, including:
- Migrating audit data from PAWS, the predecessor to Pentana Audit, into a Pentana Audit environment
- Completing a comprehensive migration from Audimex into Pentana Audit, including entities, processes, audits, findings, actions, updates, audit reports and other attachments
- Developing a recurring integration that updates Pentana Audit with entities, contacts and other information from client master-data sources
- Preparing Excel templates to support the transfer of selected information from TeamMate into Pentana Audit
- Preparing templates for importing existing risk assessments
- Creating reusable import files to populate demonstration environments with different types of audit work
This experience covers both one-off transfers and integrations that continue to support the organisation’s use of Pentana Audit over time.
Supporting your use of Pentana Audit
If you would like to explore how training, workshops, implementation support, tailoring or customisation could help you use Pentana Audit effectively, we would be pleased to discuss your situation and objectives.