Web Development and Database Administration

Level III
Module Title: Monitoring and Supporting Data Conversion
Module code: EIS WDDBA3 M09 0323
Nominal duration: 30 Hours

Prepared by: Natnael Abdeta

June, 2025 Adama, Ethiopia

Page 1 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
Unit One: Monitor Data Conversion

This unit is developed to provide you the necessary information regarding the following content
coverage and topics
 Current data model methodologies.
 Conversion support documentation.
 Back up data before conversion.
 Identification Client requirement.
 Software, hardware or environmental pre-requisites
 Validation data accuracy and integrity.
 Data conversion tools.
 Documentation of data rejection behavior of the conversion.
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Identify data model methodologies
 Apply Convert support document.
 Protect data before conversion.
 Understand Client requirements.
 Identify Software, hardware or environmental pre-requisites.
 Validate data accuracy and integrity
 Understand data conversion tools
 documents data rejection behavior of the conversion

Page 4 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
1.1. Current data model methodologies
 Defining concepts of data conversion and Data Terminologies
 Data is raw facts or unorganized things (such as alphabets, numbers, or symbols) that refers
to, or represent, conditions, ideas, or objects.
 It can be qualitative or quantitative.
 Qualitative data is descriptive information (it describes something)
 Quantitative data is numerical information (numbers).

 Discrete data can only take certain values (like whole numbers)
 Continuous data can take any value (within a range)
 Put simply: Discrete data can be counted, Continuous data can be measured
 Qualitative:
 It is brown and black
 It has long hair
 It has lots of energy
 Quantitative:
 Discrete:
o It has 4 legs
o It has 10 fingers
 Continuous:
o It weighs 25.5 kg
o It is 565 mm tall
 Data conversion is the conversion of one file or database from one format (from one
physical environment) to another.

Page 5 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
  Types of conversion:
 Database conversion (SQL, MySQL, MS Access, XLS, XML etc)
 File format conversion (PDF to Word)
 Image conversion (GIF to JPG, TIFF, PNG etc)
 Character or string conversion(numeric to alphabet or vice versa)
 Understanding Data and Its Characteristics
Data Conversion Systems and Tools Data Conversion Tool allow you to convert data both from
and to (both sides are supported) a wide variety of formats, including:
 SQL Server Tables
 Oracle Tables
 ODBC Tables
 OleDb Tables
 Microsoft Access Tables
 XML Files
 Data Modeling Methodologies
Data modeling is the formalization and documentation of existing processes and events that
occur during application software design and development.
Data modeling techniques and tools capture and translate complex system designs into easily
understood representations of the data flows and processes, creating a blueprint for construction
or re-engineering.
A data model can be thought of as a diagram or flowchart that illustrates the relationships between
data.
There are several different approaches of data modeling, including:
 Conceptual Data Modeling: identifies the highest-level relationships between different
entities. Example: A diagram showing that "Customers" place "Orders," and "Orders"
include "Products."
 Logical Data Modeling: illustrates the specific entities, attributes and relationships
involved in a business function. Example: Defining a "Customer" table with columns:
CustomerID, Name, Email.
 Physical Data Modeling: represents an application and database-specific implementation
of a logical data model.

Page 6 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
  Data Conditioning and cleaning
Data cleaning is the process of fixing or removing incorrect, corrupted, incorrectly formatted,
duplicate, or incomplete data within a dataset. If data is incorrect, outcomes and algorithms are
unreliable, even though they may look correct.
•Example: Removing rows with empty email addresses in a customer database.

Data conditioning (Pre-processing) is the use of data management and optimization techniques
which result in the intelligent routing, optimization and protection of data for storage or data
movement in a computer system.
Data cleaning is the act of detecting and removing or correcting dirty data (i.e.: data that is
incorrect, out-of-date, redundant, incomplete, or formatted incorrectly).
Data Cleaning helps to increase the overall efficiency of your data management systems and leads
to an increase in the productivity of the organization.
 Data Transformation and integration
Data transformation is one of the collective processes known as extract, transform or load
which is one of the most important processes in data warehouse implementation from different
data sources.
Data transformation Converting data into a usable format (e.g., changing dates from
"MM/DD/YYYY" to "YYYY-MM-DD").
Data Integration is the process of combining heterogeneous data sources in to a single
queriable schema so as to get a unified view of these data.

1.2. Conversion support documentation

Obtaining and applying conversion supporting documentation is an important part of the data
conversion process. This documentation typically includes a detailed description of the data being
converted, the format and structure of the data, and any rules or standards that must be followed
during the conversion process.
To obtain this documentation, you should reach out to the owners or custodians of the data and
request the appropriate documentation. Once you have the documentation, you should review it

Page 7 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
thoroughly and ensure that you understand all the requirements and guidelines for the conversion
process.
Conversion support documentation:Documents that guide the data conversion process, like
rules, formats, and standards. Example: A PDF manual explaining how to convert Excel files to
a SQL database, including column mappings.

1.3. Back up data before conversion.

Protecting production data is a critical aspect of the data conversion process. One way to protect
production data is to ensure that you have a backup of all the data before starting the conversion
process.
•What is Backup? Saving a copy of data before making changes.
•Example: Before upgrading a database, an IT team saves a copy to prevent data loss, Saving a
backup of "Sales_2023.xlsx" as "Sales_2023_Backup.xlsx" before converting it to CSV.

1.4. Identification Client requirements.

Understanding what the client needs from the converted data or Understanding what the client
needs before converting data.
Example: A client wants customer phone numbers formatted as "+251-XXX-XXXXXX" in the
new system, A bank upgrading its system may require transaction history to be converted without
errors.

1.5. Software, hardware or environmental pre-requisites

Identifying and confirming software, hardware, or environmental pre-requisites is an important
part of the conversion planning process.
 Ensuring the right tools, computers, and conditions exist before starting.
 Example: Converting large databases may require powerful computers with enough
storage.

Page 8 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
1.6. Data Conversion Tools
o Software used for conversion:
o Microsoft Access (for small databases)
o SQL Server (for large databases)
o XML Tools (for structured data)
o Hardware
o 8GB RAM and 500GB storage.
o Environmental Pre-Requisites (Dust, Heat, Extreme Cold, Temperature Stability, Air
Circulation and Moisture)
Dust and Dirty environment increases the overheating problem and mostly affects
o The Motherboard.
o The Processor and Power Supply fan.
o The CD-drive's Lens and Floppy drive's head.
o The Add-in card connection.
o The cable connection.
o The mouse and keyboard.

1.7. Validation data accuracy and integrity

 Checking if converted data matches original data.
 Example: After converting a CSV file to a database, compare 10 random records to ensure
no data loss.
 Obtain sign-off: Obtain sign-off from the appropriate stakeholders, including the client, to
confirm that the data is accurate and meets the conversion specifications.

1.8. Documentation of data rejection behavior of the conversion.

Documenting data rejection or errant behavior of the conversion process is an important part of
the data conversion process.
•Recording issues when data fails to convert.
•Example: If customer names contain special characters, some tools might reject them.

Page 9 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
Unit Two: SUPPORT DATA CONVERSION

This unit is developed to provide you the necessary information regarding the following content coverage
and topics

 Verification of data
 Store, update and export convert data
 Data loading and indexing on the production server
 Documentation of backup copies of conversion files
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
 Understand and verify data.
 Store, update and export converted data
 identify data load and indexing on the production server
 Document backup copies of conversion files

Page 10 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
2.1. Verification of data
Verifying results based on a relevant checklist is an important part of the data conversion process.
To do this, you should develop a checklist that includes all the relevant requirements,
specifications, and standards that must be met during the conversion process.
•Checking whether converted data is correct using checklists.
•Example: After converting customer records, verifying that all phone numbers are still
valid.

2.2. Store, update and export convert data

 Sorting data
Sorting data is the process of arranging items into meaningful order so that you can analyze it more
effectively.
Example:
 sort text data into alphabetical order
 sort numeric data into numerical order
 Updating Data
The modification of data that is already in the database is referred to as updating. The update
operation allows you to change an existing database record in a logical or physical file. You can
update individual rows, all the rows in a table. Each column can be updated separately without
affecting other columns.
UPDATE table name
SET column1=value, column2=value2...
WHERE some_column=some_value
To perform an update, you need three pieces of information:
A. The name of the table and column to update,
B. The new value of the column,
C. Which row(s) to update?
 Exporting data
 You can export data from one application to another application using the Export
Wizard.

Page 11 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
  Exporting lets you share data from one application by providing a copy of data.

2.3. Data loading and indexing on the production server

Data loading is the process of copying and loading data or data sets from a source file, folder
or application to a database or similar application. It is usually implemented by copying digital
data from a source and pasting or loading the data to data storage or processing utility.

2.4. Documentation of backup copies of conversion files

Maintaining and documenting backup copies of conversion files is an important part of the data
conversion process. To do this, you should develop a backup plan that includes the following steps:
 Determine the backup schedule: Determine how often backups will be taken and how
long they will be retained. This may depend on the frequency of data updates and the
criticality of the data.
 Identify backup storage locations: Identify the locations where backup copies of the
conversion files will be stored. This may include cloud-based storage, local servers, or
external hard drives.
 Develop a backup process: Develop a process for taking backups of the conversion files.
This may involve using automated tools or manual processes.
 Test the backup process: Test the backup process to ensure that it is working properly
and that the backup copies of the conversion files are accurate and complete.
 Document the backup process: Document the backup process, including the backup
schedule, storage locations, and backup process itself.
 Maintain and update backup copies: Maintain and update the backup copies of the
conversion files regularly to ensure that they are up-to-date and accurate.

Develop clear and coherent technical documentation

Developing clear and coherent technical documentation is an important part of the data conversion
process. To do this, you should follow these best practices:
 Define the audience: Define the target audience for the technical documentation. This may
include developers, testers, project managers, or other stakeholders.
 Use clear and concise language: Use clear and concise language that is easy to understand.
Avoid technical jargon or acronyms that may not be familiar to the audience.
Page 12 of 15 Harambee University Monitoring and Version-I
supporting data
conversion November, 2025
  Use visual aids: Use visual aids such as diagrams, flowcharts, or screenshots to help
explain complex concepts or processes.
 Organize the documentation: Organize the documentation in a logical and consistent
manner. Use headings, subheadings, and bullet points to break up the content and make it
easier to read.
 Include examples: Include examples to illustrate how to perform specific tasks or use
specific features.
 Update the documentation: Update the documentation regularly to ensure that it is up-to-
date and accurate.

Page 13 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
Operation sheet 2.1 monitoring and Supporting Data

Operation Title: PDF to word converter using Microsoft word 2019

Purpose: to allows for easy editing and manipulation of the content
Conditions or situations for the operations:
 Safe working area
 Properly operated tools and equipment
Equipment Tools and Materials:
 Microsoft word 2019
 Hardware
 Software
Steps in doing the task

1. Right-click the PDF you want to open. If you're using a Mac and don't have a right mouse
button, press Control as you click the file. This will open a context menu.

Page 14 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025
2. Select Open with. It's near the top of the menu. Another menu will expand.

3 Click Word or Microsoft Word on the menu. This opens Word and attempts to display the
PDF
Page 15 of 15 Harambee University Monitoring and Version-I
supporting data
conversion November, 2025
 4 Click OK to convert the file. Word will convert the file to its own format and display the
results. If you're converting a larger file, it can take a few minutes to complete.
Edit the Word document. The converted document may not have perfect page to page
correspondence due to line and page breaks, graphics, and other details. Making manual
adjustments may be necessary.

1. Edit the Word document. The converted document may not have perfect page to page
correspondence due to line and page breaks, graphics, and other details. Making manual
adjustments may be necessary.
Page 16 of 15 Harambee University Monitoring and Version-I
supporting data
conversion November, 2025
 2. Save the converted PDF. Once you're ready to save the converted file as its own Word
document, do the following:
 Windows — Click File, click Save As, click This PC, enter a file name, select a save
location on the left side of the window, and click Save.
Mac — Click File, click Save As, enter a name, select a file location, and click Save.

Page 17 of 15 Harambee University Monitoring and Version-I

supporting data
conversion November, 2025