Data Migration from SHEPHERD'S STAFF

Sections:

Data Mapping Chart  - What is included and what is not

Detailed 3 Step Process

Deleting Inactive Records


Shepherd's Staff 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.


Shepherd’s Staff: ChMS:

 
Family position Relationship (Head of Household will default to system Primary field.)
Prefix -
First Name First Name
Middle Name -
Goes By Preferred Name
Last Name Last Name
Suffix Appended to the last name field
Gender Gender
Birthdate Birthdate (system field)
Marital Status Configurable Text Field
Wedding Anniversary Date Configurable Date Field
Death date Died On (system field)
Address Line 1 Address
Address Line 2 Address
City City
State State
ZIP Code Zip Code
Country Country
Home Phone Home Phone
Mobile Phone Cell Phone
Work Phone Work Phone
Email Primary
Created Created Date (system field)
Last Attended Date Last Attended Date (system field)
Note Note
Received Date Configurable Date Field
Received By Configurable Text Field
Removed Date Configurable Date Field
Removed By Configurable Text Field
Baptism Date Baptism Date
Relationships Notes
School Grade Group
School School
Employer Information & Occupation Title Configurable Text Field
Activity, Class, Lists -Not migrated due to the difference in how the two systems track these.
Status -Churches use the following three data fields (Is Member, Member Code & Church Participation) in various ways to determine a person’s relationship to their church. The Advanced Search can be used for one or more of the following three fields to create Status Groups moving forward.
Is Member Configurable Text Field
Membership Code Configurable Text Field
Church Participation Configurable Text Field
Register Number Configurable Text Field
Envelope # Envelope #
Custom Fields - Because of the Shepherd’s Staff data structure, custom fields cannot be migrated. However, you can import the data in those fields in mass 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.
ATTENDANCE  - Not migrated because the system tracks 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 SET-UP  
Fund Active Fund
Contribution Amount Amount
Date Received Date
Check Number Check Number



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.