Data Migration from CCB

Sections:

Data Mapping Chart  - What is included and what is not

Detailed 3 Step Process

Deleting 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.

CCB: ChMS:

 

 

GENERAL INFO

 

Family Position

Family Relationship

Limited Access User

 - 

Prefix

 - 

Legal first

First Name

First

Preferred Name

Middle

 - 

Last

Last Name

Suffix

Added to the end of the Last Name

Campus

Campus

Email

Primary Email

Email Privacy Level

 - 

General Communication

 - 

Mailing Area

 - 

Mailing Street

Address 1; Type: Residential & Mailing

Mailing City

Address 1; Type: Residential & Mailing

Mailing State

Address 1; Type: Residential & Mailing

Mailing Zip

Address 1; Type: Residential & Mailing

Mailing Carrier Route

 - 

Mailing Privacy Level

 - 

Mailing Latitude

 - 

Mailing Longitude

 - 

Contact Phone

Yes; See Additional Details

Contact Phone Privacy Level

 - 

Home Phone

Home Phone

Home Phone Privacy Level

 - 

Work Phone

Work Phone

Work Phone Privacy Level

 - 

Mobile Phone

Cell Phone

Mobile Carrier

 - 

Mobile Phone Privacy Level

 - 

Fax

 - 

Fax Phone Privacy Level

 - 

Pager Phone

 - 

Pager Phone Privacy Level

 - 

Emergency Phone

 - 

Emergency Phone Privacy Level

 - 

Emergency Contact Name

 - 

Birthday

Born On (System Date Field)

Birthday Privacy Level

 - 

Anniversary

Anniversary Date (Configurable Date Field)

Anniversary Privacy Level

 - 

Gender

Gender

Gender Privacy Level

 - 

Giving Number

Envelope Number

Marital Status

Marital Status (Configurable Text Field)

Marital Status Privacy Level

 - 

Home Area

 - 

Home Street

Address 2; Type: Residential and Mailing

Home City

Address 2; Type: Residential and Mailing

Home State

Address 2; Type: Residential and Mailing

Home Zip

Address 2; Type: Residential and Mailing

Home Privacy Level

 - 

Work Area

 - 

Work Street

 - 

Work City

 - 

Work State

 - 

Work Zip

 - 

Work Privacy Level

 - 

Other Area

 - 

Other Street

 - 

Other City

 - 

Other State

 - 

Other Zip

 - 

Other Privacy Level

 - 

Work Title

Occupation, Company, Job Title (Configurable Text Field)

School Name

School (Configurable Text Field)

School Grade

Group (Age Group - x)

Allergies

Child Check-in Note

Confirmed no allergies

 - 

Allergies Privacy Level

 - 

Commitment Date

Commitment Date (Configurable DateField)

Commitment Story

 - 

Current Story

 - 

My Web Site

 - 

Work Web Site

 - 

Military

 - 

Service(s) usually attended

 - 

Plugged In Privacy Level

 - 

User Defined - Text 1

Configurable Text Field

User Defined - Text 2

Configurable Text Field

User Defined - Text 3

Configurable Text Field

User Defined - Text 4

Configurable Text Field

User Defined - Text 5

Configurable Text Field

User Defined - Text 6

Configurable Text Field

User Defined - Text 7

Configurable Text Field

User Defined - Text 8

 - 

User Defined - Text 9

 - 

User Defined - Text 10

 - 

User Defined - Text 11

 - 

User Defined - Text 12

 - 

User Defined - Date 1

Configurable Date Field

User Defined - Date 2

Configurable Date Field

User Defined - Date 3

Configurable Date Field

User Defined - Date 4

Configurable Date Field

User Defined - Date 5

Configurable Date Field

User Defined - Date 6

Configurable Date Field

User Defined - Pulldown 1

Configurable Text Field

User Defined - Pulldown 2

Configurable Text Field

User Defined - Pulldown 3

 - 

User Defined - Pulldown 4

 - 

User Defined - Pulldown 5

 - 

User Defined - Pulldown 6

 - 

Custom Field Privacy Level

 - 

Personality Style

Groups

Spiritual Gifts

Groups

Passions

Groups

Abilities

Groups

My Fit Privacy Level

 - 

Last logged in

 - 

Created By

 - 

Modified By

 - 

Date Created

Date Created (System Date Field)

Date Modified

 - 

Giving Number

 - 

Listed

 - 

Inactive

Field is used with Membership type to create "Status Group"

Membership Start Date

Configurable Date Field AND Date Joined of "Status Group - Member"

Membership Stop Date

Date Joined of "Status Group-Inactive Member"

Membership Type

Status Group

Spiritual Maturity

Spiritual Maturity (Configurable Text Field)

Baptized

Baptized On (System Date Field)

Deceased Date

Died On (System Date Field)

How They Heard

How They Heard (Configurable Text Field)

Reason Left Church

Reason Left Church (Configurable Text Field)

Child Work Date Start

Child Work Date Start (Configurable Date Field)

Child Work Date Stop

 - 

Other ID

 - 

Sync ID

 - 

 

 

GROUPS

Groups - See Additional Details

 

 

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 conversion has your final sign-off.)

 

 

SIGNIFICANT EVENTS

Groups - See Additional Details

 

 

TRANSACTIONS

 

COA Category

Fund

Amount

Contribution Amount

Date

Date Received

Check Number

Check Number

Pledge Amount and Frequency

 -

Giving with Family

The default is for the Primary and Spouse to migrate as Give with Family; everyone else gives individually. If the church prefers to have everyone give individually, it can be their choice.

 


Additional Details:


Contact Phone:  1) If Mobile Phone is blank, the Contact Phone is migrated, unless the Contact Phone matches the Home Phone or Work Phone. 2) If Contact Phone does not match any other phone, the migration will 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 they will need to merged 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" which is 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 imported/kept, so you will have to create families and link individuals manually.


 

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.