Data Migration - from acs

Sections: 

Data Mapping Chart - What is included and what is not
Detailed 3 Step Process
Deleting Inactive Records


ACS to ChMS Data Migration Mapping Chart

Items with a “-” are items that do not migrate. 

This is subject to change if ACS changes their system, version or method of providing the data files we normally use.


ACS

ChMS

Custom Fields

Because of the ACS data structure, custom fields cannot be migrated. However, you can import in mass the data in those fields using the Import People feature. You can practice after your initial migration, however you will need to do the import again after you sign-off on your final data migration. 

Family position

Relationship (Head will default to Primary)

Prefix

-

First Name

First Name

Middle Name

-

Goes By

Preferred Name

Last Name

Last Name

Suffix

Appended to the last name field

Gender

Gender

Date of Birth

Born On

Marital Status

Configurable Text Field

Address Line 1

Address

Address Line 2

Address

City

City

State

State

ZIP Code

Zip Code

Country

Country

Home Phone

Home Phone (Only one per person)

Mobile Phone

Cell Phone (Only one per person)

Work Phone

Work Phone (Only one per person)

Email

Primary (Also Secondary Email if one exists)

Created

Created Date

Last Attended Date

Last Attended Date

Note

Note

Relationships

Notes

Activity, Class, Lists

Groups

Status

*Groups (and Configurable Text Field for reference and for using Advanced Search to populate the Status groups if needing additional combining or detail). We recommend using groups for Status going forward. If the Status value is Member, the join date will be added as the join date of the Member group. If there is not a join date in ACS, the migration date will be saved as the Join Date in ChMS for this Member group. If there is not a status value of Member, the join date will not be added to any statuses. 

Status Date

Group Join Date

Envelope #

Envelope #

Date Joined

Configurable Date Field

Joined How

Configurable Text Field

ATTENDANCE

 - (Not migrated because the systems track it so differently on the back-end. One option is to enter attendance manually for the current semester since it is the most important for tracking who is present to help in their discipleship and assimilation. Also current semester data is most important for tracking who is absent to keep them from falling through the cracks. Of course this would need to be done once the migration has your final sign-off.)

 

GIVING SETUP:

 

Fund

Active Fund

Contribution Amount

Amount

Date Received

Date

Check Number

Check Number

Pledge

-

Pledge Frequency

-

Unmatched Contributions

-

 

GROUPS SETUP:

 

Activities

*Customized group name

Classes

*Customized group name

Lists

*Customized group name

* indicates automatic configuration may occur to provide appropriate destination fields for incoming data. 


Activity Name examples:

  • ACTIVITY - Group - Category - List 1 - List 2 - List 3
    • ACTIVITY - Youth Ministry - Children’s Ministry - Kids Town - 10AM - Nursery
    • ACTIVITY - Services - Church Wide Services – Weekend – Sun 9AM - Attendance



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.

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.


Deleting 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.