Data Mapping Chart - What is included and what is not
Detailed 3 Step Process
How to Delete Inactive Records
CCB to ChMS Data Migration Mapping Chart
Items with a “-” are items that do not migrate.
This is subject to change if CCB changes their system, version or method of providing the data files we normally use.
Contact Phone: 1) If Mobile Phone is blank, copy in the Contact Phone, unless the Contact Phone matches the Home Phone or Work Phone. 2) If Contact Phone does not match any other phone, fill in the first blank Phone field in this order: Mobile, Home, Work.
Groups: We can only migrate ONE file of group participants. You can export as many as you like, however you will need to merge them into one file before you upload the file to us.
Significant Events: Significant Events convert as groups with this naming convention: "SE - Significant Event Name" unless the event is "Baptism" or "Baptism Date." These are migrated as Baptized On.
Note about Do-It-Yourself Importing
Are you considering the DIY IMPORTER instead of us doing the migration? If so, note that Family relationships are not able to be imported/kept, so you will have to attach people back into families manually.
Typical Migration Process Overview
- You upload a copy of your data to our secure DropBox folder
- We program your migration and migrate your data into ChMS. This may take some back and forth communication.
- You review the migration of the data.
- You communicate to us any issues you find.
- You select a date for your final migration and confirm with us - with the advice of your Success Coach if you have one.
- When that time comes, we run your final migration.
- You review and sign-off on the final migration, then start using ChMS
Successful migration requires deliberate collaborative efforts by both you and us. Migration occurs in phases to allow time for you to validate your data. Your Data Champions Team should be included in the process of validation and training, rather than just informed when the data migration is complete.
Detailed 3 Step Process
- Initial Data Migration
The first run of data migration into ChMS is called Initial Data Migration (IDM). On your scheduled IDM Date, an initial migration is performed. The IDM does not change or delete information in your current system.
Once you’ve been notified that your IDM has been completed, you and your team will begin verifying data accuracy. First, you will verify that your data has been migrated accurately by comparing what migrated into ChMS versus what is recorded in your current system. Please complete this data validation before making any changes in ChMS. You will need to review any automatic system configurations created in the IDM process. The validation effort will ensure accuracy and complement your other training efforts.
Even though you see your data in ChMS, you will continue using your current system until your Final Data Migration is complete. Even if your data migration mapping choices have been finalized, we recommend taking the time to learn ChMS, making implementation decisions, testing, and preparing your team before you complete a Final Data Migration and go live.
- Sandbox Phase
After initial data migration and subsequent adjustment migration runs, a copy of your data remains temporarily in ChMS. On a later date, when the final data migration is run, all the data in ChMS will be purged and replaced with the most current data from your current system. The time between these two dates provides a "sandbox" training environment in ChMS during your implementation process. The Sandbox Phase is an ideal time to practice using ChMS and defining your processes.
We recommend 4 to 16 weeks of learning and planning before going live. The average church goes live in the 8 to 10 week range.
You can practice in ChMS with your own data and practice entering new data without risk. During the Sandbox Phase, please remember to only enter data into ChMS for practice, as all data and configurations will be purged from ChMS on a later date.
- Final Data Migration (FDM) and Go Live
After taking the time to learn ChMS, making implementation decisions, testing, and preparing your team, a final data migration to ChMS can be executed. The scope of migrated data and configuration is the same as Initial Data Migration. FDM purges all data from ChMS and replaces it with a copy of the most recent data you upload. FDM does not remove or delete data from your current system. You can save it or export it as an archive copy in case you need it later.
This is the moment your church ceases to use your current system and begins to use ChMS exclusively. During the review period of this final run, you should not edit either database between the final data migration and your final sign-off. Please consider the impact of this change carefully. You will want to have planned accordingly and be ready to communicate with your staff, volunteers, and congregation as desired.
Successful churches pre-schedule their FDM to occur at the end of their team’s implementation planning process, just before the team switches to ChMS. 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 ChMS must be left idle on the day(s) of migration.
- ChMS will be ready for validation immediately following migration.
- We recommend that you validate your data in ChMS compared to your current system data, just as you did after the Initial Data Migration. If you see any discrepancies, please contact us with a detailed explanation of what information was not imported correctly, allowing us to make corrections as quickly as possible.
- After validation, you sign-off, then we give you the go-ahead for your team to begin using ChMS to complete any additional setup and data entry in preparation for Go Live.
Once your Final Data Migration is complete and your data validated, you will announce to your team that your church is now Live with ChMS. It is at this point that ChMS becomes your authoritative database. From this day forward your team will use ChMS 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 integrated Giving system, do the integration steps to connect it with ChMS. In the Giving site, go to Organization > ChMS Integration.
- 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.
How to Delete Inactive Records
Be very careful. One of the biggest risks is deleting records with current year giving and not being able to send them giving statements.
In ChMS, you can view a list of everyone in a group and then delete them all or just check certain names from the group and delete them in mass. However, there is not a field in ChMS for Last Contributed by Household, so it is very risky to delete people in mass without deleting people with contributions.
One option is before your final data migration, create a Group, Mailing List, or set a field value that is being migrated in your current system, then delete all the people in the Group, Mailing List, or with that field value in ChMS after the final conversion.
Typical Steps to delete records:
- Create a Mailing List or new Group that you know is part of the migration such as “TEMP - Inactive Records to be Deleted.”
- Filter the individuals in your database using the criteria you determine important such as Last Contributed and/or Last Attended. You want to make sure you are not deleting anyone who has current year giving, so include the Last Contributed by Household field if one is available.
- Example filters: Status is something like No Longer Attending AND Last Contributed by Household is less than 1/1/2016 (or less than 1/1/2017 depending on how many records you want to delete).
- Be very careful, because people in the same household may have different statuses and you could end up deleting just the parents or just the children.
- Once the list is checked and finalized, then add the individuals to the Mailing list or Group you created for this purpose.
- To double-check your new Groups, Mailing List, or field, run a Contribution report in your current system to verify that none of them have current year contributions or a current active status.
- In ChMS:
- Run a Giving report that filters for people in the Group or Mailing List to verify that none of them have current year contributions.
- Click on Groups, then click the group to be deleted.
- Click the check all box at the top left to select everyone in the group.
- Click the gear and select Delete People From System and click OK to all the prompts.
- Delete the temporary group itself (it should be empty now).
Before your final conversion, we recommend thorough testing in at least one of your interim runs to make sure you didn’t accidentally delete records with giving. After you review the interim conversion run for overall data accuracy and there is nothing needing to be fixed, test the deletions. First, delete the records using the above steps, then run reports for current year giving totals in both ChMS and your current system to make sure they match.