Data MappingChart - What is included and what is not
Detailed 3 StepProcess
How to DeleteInactive 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 orWork Phone. 2) If Contact Phone does not match any other phone, fill in thefirst blank Phone field in this order: Mobile, Home, Work.
Groups: We can only migrate ONE file of groupparticipants. You can export as many as you like, however you will need tomerge them into one file before you upload the file to us.
Significant Events: Significant Events convertas groups with this naming convention: "SE - Significant Event Name"unless the event is "Baptism" or "Baptism Date." These aremigrated as Baptized On.
Note about Do-It-Yourself Importing
Are you considering the DIY IMPORTER instead of us doing themigration? If so, note that Family relationships are not able to beimported/kept, so you will have to attach people back intofamilies 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 collaborativeefforts by both you and us. Migration occurs in phases to allow time for you tovalidate your data. Your Data Champions Team should be included in the processof validation and training, rather than just informed when the data migrationis complete.
Detailed 3 Step Process
- Initial Data Migration
The first run of data migration into ChMS is called InitialData Migration (IDM). On your scheduled IDM Date, an initial migration isperformed. The IDM does not change or delete information in your currentsystem.
Once you’ve been notified that your IDM has been completed,you and your team will begin verifying data accuracy. First, you will verifythat your data has been migrated accurately by comparing what migrated into ChMSversus what is recorded in your current system. Please complete this data validationbefore making any changes in ChMS. You will need to review any automatic systemconfigurations created in the IDM process. The validation effort will ensureaccuracy and complement your other training efforts.
Even though you see your data in ChMS, you will continueusing your current system until your Final Data Migration is complete.Even if your data migration mapping choices have been finalized, we recommendtaking the time to learn ChMS, making implementation decisions, testing, andpreparing your team before you complete a Final Data Migration and go live.
- Sandbox Phase
After initial data migration and subsequent adjustmentmigration runs, a copy of your data remains temporarily in ChMS. On a laterdate, when the final data migration is run, all the data in ChMS will be purgedand replaced with the most current data from your current system. The timebetween these two dates provides a "sandbox" training environment in ChMSduring your implementation process. The Sandbox Phase is an ideal time topractice using ChMS and defining your processes.
We recommend 4 to 16 weeks of learning and planning beforegoing live. The average church goes live in the 8 to 10 week range.
You can practice in ChMS with your own data and practiceentering new data without risk. During the Sandbox Phase, please remember toonly enter data into ChMS for practice, as all data and configurationswill be purged from ChMS on a later date.
- Final Data Migration (FDM) and Go Live
After taking the time to learn ChMS, making implementationdecisions, testing, and preparing your team, a final data migration to ChMS canbe executed. The scope of migrated data and configuration is the same asInitial Data Migration. FDM purges all data from ChMS and replaces it with acopy of the most recent data you upload. FDM does not remove or delete datafrom your current system. You can save it or export it as an archive copy incase you need it later.
This is the moment your church ceases to use your currentsystem and begins to use ChMS exclusively. During the review period of thisfinal run, you should not edit either database between the final data migrationand 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 yourstaff, volunteers, and congregation as desired.
Successful churches pre-schedule their FDM to occur at theend of their team’s implementation planning process, just before the teamswitches 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 datavalidated, 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 thisday forward your team will use ChMS for all data management.
Here are a few things you’ll want to do right after your FDMis 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 deletingrecords with current year giving and not being able to send them givingstatements.
In ChMS, you can view a list of everyone in a group and thendelete them all or just check certain names from the group and delete them inmass. 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 withcontributions.
One option is before your final data migration, createa Group, Mailing List, or set a field value that is being migrated in yourcurrent system, then delete all the people in the Group, MailingList, 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 testingin at least one of your interim runs to make sure you didn’t accidentallydelete records with giving. After you review the interim conversion runfor overall data accuracy and there is nothing needing to be fixed, test thedeletions. First, delete the records using the above steps, then run reportsfor current year giving totals in both ChMS and your current system to make surethey match.