Connecting Disconnected Systems: A Step-by-Step Guide to Integration with Middleware

Here’s a comprehensive guide to integrating disparate systems using middleware.

Step 1: Identify the Systems to Be Connected

Start by pinpointing the systems you want to integrate. Typically, the Accounting or ERP system will serve as the central hub, as it contains master records such as customers, vendors, items, and projects. These records are essential for financial reporting and operational consistency.

Step 2: Understand the Underlying Databases and Table Structures

Next, dive into the data architecture of each system:
- Identify the database type (e.g., SQL Server, Oracle, PostgreSQL).
- Review the table structures, relationships, and constraints.
- Understand how data is stored and accessed to prepare for mapping and transformation.

Step 3: Map Fields Outside the Middleware First

Before evaluating and configuring the middleware, manually map the fields:
- Identify relevant tables and field names in each database.
- Plan for multiple synchronization flows (e.g., master records, document headers, document lines).
- Define key fields for each map to ensure accurate joins and data integrity.

Documenting this thoroughly will streamline the middleware setup and future troubleshooting.

Step 4: Identify Synchronization Needs

Determine which fields require:
- Bidirectional synchronization (typically master records like customers and vendors).
- Unidirectional synchronization (usually transactional data like invoices or purchase orders).

This distinction helps avoid data conflicts and ensures clarity in data ownership.

Step 5: Evaluate Middleware Solutions

Choose 2–3 middleware platforms that can support your integration needs. Consider:
- Compatibility with both systems.
- Scalability for future integrations.
- Support for multiple protocols and data formats.

-Consider all the integration identified in step 3.
- Ease of configuration and maintenance.

If you're integrating more than two systems, prioritize middleware that can handle complex, multi-point integrations.

Step 6: Build a Test Environment

Create a sandbox environment using backups of the systems and the middleware. This allows you to:
- Safely test integrations without affecting production data.
- Evaluate whether redeploying one system might simplify synchronization.
- Begin designing key fields that will link records between systems.

Step 7: Configure the Middleware

Using your field maps:
- Create data sources for each system.
- Map fields between systems within the middleware.
- Set up synchronization schedules based on business needs (e.g., real-time, hourly, daily).

Most middleware platforms offer visual tools to simplify this process.

Step 8: Test the Integration

Begin testing with required fields only to validate your mappings:
- Build and test one map at a time.
- Monitor logs and error messages to refine configurations.
- Be patient as this step can be time consuming, but with solid documentation, it becomes manageable.

Step 9: Migrate to Production

Once testing is complete:
- Backup production systems before going live.
- Deploy middleware configurations, either by restoring from backup or switching data sources.
- Ensure any custom fields are created and populated in production.
- Activate one integration at a time, validating each before proceeding to the next.

Step 10: Roll Out

One of the key advantages of deploying middleware is that it allows for a phased rollout. You don’t have to flip the switch all at once. Instead, you can introduce integrations gradually over several days or weeks. This approach reduces risk, simplifies troubleshooting, and gives your team time to adapt.

Communication during a phased rollout:
- Communicate clearly with end users about what’s changing.
-Let them know which tasks they no longer need to double-enter.
- Provide guidance on any new data entry procedures or system behaviors.
- Offer support and training to ease the transition.

Cost and Value

Middleware isn’t cheap. Licensing typically starts around $10,000, and consulting fees for implementation can be 1–2 times the software cost, depending on complexity and scope. However, when you weigh that against the time saved from eliminating double data entry and the increased reliability of synchronized data across systems, the investment often pays for itself quickly.

Think of it as:
- Reducing manual errors
- Improving reporting accuracy
- Freeing up staff time for higher-value tasks
- Creating a scalable foundation for future integrations