Data Migration - from SERVANT KEEPER

Sections: 

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


SERVANT KEEPER 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.


Servant Keeper

ChMS

Profile:

-

Last Name

Last Name

First Name

First Name

Home Phone

Home Phone

Age

-

Baptized

-

Baptized Date

Baptized Date

Birth Date

Birth Date

Cell Phone

Cell Phone

Children

-

Confirmation Class

-

Confirmed

-

Confirmed Date

Confirmed Date (depends upon the version and export of Servant Keeper)

Deceased Date

Deceased Date

E-Mail

E-Mail

Email 1 Unlisted

-

Employer

Occupation, Employer

Family ID

-

Gender

Gender

Graduation Date

-

Individual ID

-

Individual Mailing List

-

Marital Status

Marital Status

Member Status

Member Status

Middle Name

-

Participation

Participation

School Grade

School Grade

School Name

School Name

Wedding Month and Day

-

Wedding year

-

Work Phone

Work Phone

Work Phone Unlisted

-

Zip Code

Zip Code

Address

Address

Address Unlisted

-

Allergy

Child Check-In Notes (depends upon the version and export of Servant Keeper)

Alt Address

-

Alt Address Unlisted

-

Alt City

-

Alt Country

-

Alt Home Phone

-

Alt Phone Unlisted

-

Alt State

-

Alt Zip Code

-

Birth Month and Day

-

Birthdate Month

-

Birthdate Year

-

Cell Phone Unlisted

-

Childline Clearance

-

City

City

Contact

-

Contribution Link

-

Country

-

Covenant

-

Created By

-

Date Created

Date Created

Date Joined

Date Joined

Date Last Attended

Date Last Attended

Date Last Edited

-

Do not use Alternate Address

-

Edited By

-

Email 2

Email 2

Email 2 Unlisted

-

Enabled Profile

-

Env #

Env #

Extra Field 2

-

Extra Phone 1 Unlisted

-

How Joined

How Joined

Include in Directory

Include in Directory

Info Verification

-

Occupation

Occupation, Employer

Phone unlisted

-

Preferred Name

Preferred Name

Relationship

Relationship

Salutation

-

State

State

Suffix

Suffix

Sunday School

-

Title

-

Wedding Date

Anniversary Date

Wedding Month

-

Years Married

-

 

 

Contributions:

  

Date

Date

Amount

Amount

Fund(s)

Fund(s)

Source

“Input” is migrated as default for all sources

Check Number

Notes


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.