Case Study : Swindon Borough Council
Project Overview and Challenge
Swindon Borough Council (SBC) embarked on a major transformation of their housing management system, transitioning from the legacy Capita platform—used for over two decades and now nearing end-of-life—to NEC Housing (formerly Northgate). While NEC Housing was a proven and trusted solution with a strong track record across local authorities, the migration posed a significant challenge.
Over the years, SBC’s data had been shaped by the structure and constraints of Capita. Migrating this legacy data into NEC Housing’s modern, but fundamentally different, data model and process architecture required more than a simple lift-and-shift approach. Complex data transformation, cleansing, and validation were essential to ensure accuracy, integrity, and usability in the new environment.
This is where HarlowData came in—providing the expertise and tooling needed to bridge the gap between legacy and future, and to deliver a smooth and successful data migration.
This is where HarlowData came in—bringing the expertise, proven methodology, and powerful tooling needed to bridge the gap between legacy systems and future-ready platforms. Leveraging its robust, rule-based architecture, HarlowData ensures that data migrations are not only seamless and accurate but also fully aligned with business logic and compliance requirements. The result: a smooth, secure, and successful transition that sets the foundation for long-term digital transformation.
2. The Approach
Data Profiling – Understanding the Landscape
To lay the groundwork for a successful migration, an in-depth data profiling across all key data sources: Capita, Excel-based workflows, and Jigsaw was conducted . The goal was to gain a clear understanding of the structure, quality, and completeness of the data underpinning each core housing entity—such as properties, tenancies, repairs, and rent accounts.
Data profiling allowed us to identify inconsistencies, gaps, and legacy workarounds that had accumulated over years of use. It also helped map relationships between datasets and determine how well they aligned with NEC Housing’s data model and business processes.
The output from this phase included detailed profiling reports, data quality assessments, and entity-level mapping recommendations. These insights formed the foundation for transformation rules, cleansing actions, and validation logic used later in the migration.
Data Mapping – Bridging the Gap
Capita and NEC Housing have fundamentally different data models. To align the two, applications detailed mapping was created and lookup logic to convert legacy fields into NEC’s format.
In many cases, multiple Capita tables had to be joined to populate a single NEC table, requiring derived values and transformation rules. This ensured data was not only technically correct but also meaningful within NEC’s business processes.
Data Cleansing
One of the key business objectives was to use the migration as an opportunity to improve data quality. Capita’s validation rules for “People” records were minimal—allowing entries with missing first names, dates of birth, and National Insurance Numbers. It also permitted non-individuals, such as departments and LTD companies, to be recorded as tenants.
As part of the migration, these records were identified, flagged, and validated to ensure only accurate and person-specific data was carried into the NEC system.
Data Transformation – Ensuring Compatibility
A wide range of data transformations were required to prepare the legacy data for NEC Housing. These ranged from straightforward adjustments, such as date formatting, to more complex logic—like generating new property reference numbers and mapping property elements to NEC’s data model. Each transformation step was essential to ensure consistency, accuracy, and full compatibility with NEC’s structure.
Data Loading – Structured and Coordinated Delivery
NEC Housing requires data to be loaded via structured import files. We collaborated closely with the client to define the correct loadfile formats and field requirements, ensuring each file met NEC’s specifications. Throughout each data load phase, we ensured files were prepared accurately, delivered on time, and aligned with the system’s expectations to support a smooth and controlled migration process
HarlowData – Enabling a Streamlined Migration
HarlowData acted as the central platform driving a smooth, accurate migration from Capita to NEC Housing. It supported every stage of the process:
- Data Integration
HarlowData handled imports from databases and Excel files, consolidating data from Capita, Jigsaw, and internal spreadsheets. Built-in change tracking enabled regular refreshes with full auditability. - Data Mapping
With Capita and NEC Housing having fundamentally different data models, HarlowData offered a user-friendly interface for building lookup logic and mapping rules—simplifying a complex and error-prone process. - Data Cleansing
The platform provided a secure, collaborative space for validation and correction. Data teams defined rules to flag issues, while business users reviewed and resolved them easily. Every change was tracked, with full rollback support and regular quality reports. - Data Transformation
A library of reusable transformation tools accelerated delivery, while an advanced scripting layer allowed for custom logic—balancing speed with flexibility. - Data Loading
Once data was validated and mapped, HarlowData produced NEC-ready loadfiles. This gave business users the confidence to sign off before files were submitted for final ingestion.
4. The Results: Tangible Improvements
HarlowData played a key role in every stage of the data migration—leading to several clear benefits:
✔ Greater Accuracy and Fewer Errors
With robust validation and cleansing tools in place, data quality improved significantly. Fewer issues were encountered during dataloads.
✔ Improved Collaboration and Transparency
Both business and IT teams worked from a single, secure platform. Version control, user permissions, and activity tracking reduced risks and ensured accountability.
✔ Faster Sign-Off and Decision Making
Stakeholders could view, validate, and approve data in real time—streamlining decision-making and avoiding last-minute delays.
✔ A Repeatable, Scalable Framework
Swindon Borough Council now has a proven, repeatable framework for future migrations. HarlowData’s reusable logic and loadfile templates can be leveraged in future system changes.
6. Why It Matters: Broader Takeaways
Large-scale system migrations—especially in the public sector—are rarely straightforward. They involve legacy data, evolving business requirements, and coordination across multiple teams.
Tools like HarlowData aren’t just conveniences; they are essential for managing complexity.
Structure and Visibility for All Stakeholders
ETL tools bring order to chaos. HarlowData provided real-time visibility into data progress and issues, allowing stakeholders to stay informed and confidently sign off data before it was loaded.
Empowering the Business, Not Just IT
Cleansing and validation can’t be left solely to technical teams. HarlowData enabled business users to actively participate in the process, improving both speed and accuracy.
Mitigating Spreadsheet Chaos
Without a central tool, data cleansing often happens in disconnected Excel files—risking version control issues and unauthorised access. HarlowData eliminated these risks with secure access, audit trails, and controlled collaboration.
Future-Proofing the Process
Beyond this one project, HarlowData sets a foundation for future work. Whether it’s a new migration or ongoing data improvement, the tools and process are ready to support what’s next.
8. Let’s Talk: Ready to Solve a Similar Problem?
Whether you’re planning a housing system migration, tackling a complex data project, or simply trying to gain better control of your organisation’s information, we’re here to help.
HarlowData was designed to make data migrations faster, cleaner, and far less stressful—for both technical teams and business stakeholders.
If you’re facing a similar challenge or want to explore how we can support your next project, let’s start the conversation.
👉 Reach out to us at hello@harlowdata.com
