Our team will work with you to migrate the data from your current system to our system so that you database transition can be as smooth and accurate as possible.
We have experience migrating each of the following sources so we know what to expect: Logos II, FellowshipOne, Shelby v5, ACS, Breeze, CCB, Church Office Online, Church Windows, PowerChurch, Servant Keeper, Planning Center Online, Shepherd's Staff, CDM Plus, and CMS. If you are coming from another source, the amount of data that can be migrated will be determined by the type of backup or export that can be attained.
Successful data migration requires deliberate collaborative efforts by both you and us. Migration occurs in phases to allow time for you to validate your data. We encourage you to include your whole team in the process of validation and training.
We typically run your initial data migration within a week of receiving your data file. At that point you will be asked to review your data and you can choose one of two options:
- If the data looks good and you are ready to start using the new system, you can be off and running. (Total time: 1-2 weeks)
- If there are issues with the migration and/or you prefer more time to learn the new system, we can schedule another migration run with your updated data at a later date. (Total time: 3-8 weeks)
What if we have 2 systems or more?
We don't migrate more than one source. You'll need to pick one that you value the most, which is often the one with contributions. Data accuracy is another consideration. Some churches export data from the main source into a spreadsheet, then update records manually with data from another source before sending the spreadsheet to us. You do have the option of using the built-in import option to add additional people records and or additional fields after the final data migration.
Data migrations TYPICALLY include the data listed below.
- First and Last Name
- Goes By or Nickname
- Primary Email & Secondary Email
- Phone Numbers (Home, Mobile , Work)
- Family Position/Relationships
- Marital Status
- Education Level
- Employer, Occupation
- Dates such as Birth, Baptism, Membership, Created, Last Attended, Deceased and Anniversary unless they are custom fields.
As long as the source database structure enables migration, we can typically migrate the following:
- Current Status (Member, etc.)
- Small Groups
- Ministry Teams
- Mailing Lists
- Class Involvement
- Amount of Contribution
- Date of Contribution
- Envelope Number
- Family Member tracked separately flag (not all systems)
- Check Number
- Events and Rooms
- Group Details or Properties
- Documents or Background Checks
- Follow-ups or Prayer Requests
- Custom Fields
Detailed 3-Step Process
1. Initial Data Migration
The first run of data migration is called the Initial Data Migration (IDM). The IDM does not change or delete information in your current system.
Once you’ve been notified that your IDM is ready for review, you and your team should verify data accuracy. First, verify that your data has been migrated accurately by comparing what migrated into the new system versus what is recorded in your current system. Please complete this data validation before making any changes for testing and training purposes only in the new system. The validation effort will ensure accuracy and complement your other training efforts.
Even though you see your data in the new system, you should continue using your current system until your Final Data Migration (FDM) is complete. During this time, we encourage you to learn the system, test your processes, and prepare your team before you complete your Final Data Migration and go live.
However, if you are ready to get started right away, you can skip steps 2 & 3 and think of your Initial Data Migration as your Final Data Migration. This is a great option for churches without a lot of complexity in their data.
2. Sandbox Phase
After your initial data migration and subsequent adjustment migration runs if needed, a copy of your data remains temporarily in the new system. On a later date, when the final data migration is run, ALL the data including configurations/settings in the new system will be purged and replaced with up-to-date data from your current system. The time between these two dates provides a "sandbox" training environment in the new system during your implementation process. The Sandbox Phase is an ideal time to practice using the new system and defining your processes.
During the Sandbox Phase, please remember to only enter data into the new system for practice, as all data and configurations/settings will be purged on a later date.
3. Final Data Migration (FDM) and Go Live
After taking the time to learn the new system, making implementation decisions, testing, and preparing your team, a final data migration can be executed. The scope of migrated data and configuration is the same as the Initial Data Migration. FDM purges all data from the new system and replaces it with a copy of the most recent data that you will upload.
Here is the schedule surrounding FDM:
- All data entry must be completed in your current system prior to data migration.
- Both your current system and the new system must be left idle on the day of migration.
- The new system will be ready for validation immediately following migration.
- We recommend that you validate your data in the new system compared to your current system data, just as you did after the Initial Data Migration. If you see any discrepancies, please contact the data migration team with a detailed explanation of what information was not imported correctly, so the issue(s) can be addressed as quickly as possible.
- After validation, you sign-off, then we give you the go-ahead for your team to begin using the new system to complete any additional setup and data entry in preparation for Go Live.
Once your Final Data Migration is complete and your has been data validated, you will announce to your team that your church is now "live" with the new system. At this point the new system becomes your authoritative database. From this day forward your team will use the new system for all data management.
Here are a few things you’ll want to do right after your FDM is signed off on:
- Assign correct permission roles to all needed users
- Check and update settings if needed
- If you are using our Online Giving, follow the instructions to integrate it with the new system.
- Start data clean up if necessary (edit, merge, move, split, etc.)
- Set up groups by changing names, adding groups, and adding members and leaders to groups or deleting unneeded groups
- Check all group settings and create and assign group Categories and Properties
- Setup any needed Interaction types, Workflows, etc.
Delete Inactive Records
Transitioning to a new system is a great time to clean up your database by deleting old and inactive records. For guidance on how to remove records, please see the following help article: Record Management - Export and Remove.