Data Migration -  Step By Step Instructions


These instructions are for migrating from Elexio Deluxe to Elexio Community. Your success is dependent on reading the Data Migration Manual. We consider it a requirement for understanding the entire process and the differences between Deluxe and Community.   

 

Migration Process Overview

  • Initial Data Migration
    • Export your data from Elexio Deluxe based on a number of choices. 
    • Import the data into Elexio Community with additional choices.
    • Review the migration of the data.
      • Optionally, adjust the choices of Export and or Import and do as many additional migration runs as desired to get the mapping exactly the way you want it for your final run. You don't want to be running the final migration with any new settings that you have not already tested out and reviewed on a prior run.  
    • Select a date for your final migration (and confirm it with your Success Coach if you have one).
  • Sandbox Phase
    • Work in Community as a sandbox for learning, training, practicing, and testing implementation decisions.
  • Final Data Migration (FDM) and Go Live
    • Run your final migration by repeating the exact same Export and Import steps.
      • After making sure you are ready to begin using Community as your authoritative database.
    • Review and sign-off on the final migration by notifying Elexio.
    • You are now LIVE! 
      • If you have requested it 5 business days in advance, the Elexio team (after sign-off) can then migrate your Online Giving accounts and schedules into Elexio Giving. See the details.

Step by Step Instructions

With limited experience in Community, it may be hard to know the benefits of each choice. Please read the Data Migration Manual first and refer to it over and over as you come across new questions. Sometimes it is helpful to see and work in the data, so don't be afraid to run the migration with your initial choices, knowing you can change your choices after testing them out. We suggest going with our recommended options unless you have specific needs to do otherwise. If you haven’t been consistent in tracking certain things, you may want to start fresh, by not migrating those fields. You can avoid bringing in “bad data.”

Time estimates - typically the export and import each take 10 to 60 minutes. If you have large amounts of data, especially, photos, documents, or check images, it may take multiple hours. 

Export from Deluxe

1. In Deluxe, click on the “?” icon on the top right and choose Export Data. 

  • Only Administrators have this Export option.
  • Run the export when everyone is out of the system except the Admin. Otherwise, there is a risk if someone is working in Deluxe and making changes that it might affect the export. However, it should be fine as long as it is not during a "heavy use" time such entering contribution data, entering attendance, or changing group data.  

2. Make your selections and click Export. See explanations and best practices in the Migration Options section of the Data Migration Manual.

After making your choices and clicking "Export", you will see a small text box that says, “Exporting data…”

3. When complete, a Save Exported Data dialog box will appear. Leave the Save as type as *.zip and give it a name like CityChurchExport8-4-17. Be sure to save it in a secure file location since it includes all your data.

The Export is now completed. Hurray, you're halfway there!

 

Import into Community


1. You will import through a hidden web page in your Community instance (it cannot be found on a menu). Add /utilities/importelexio to the end of your Community URL so it will look like this: https://[TheFirstPartOfYourCommunityURL].elexiochms.com/utilities/ImportElexio and click Enter on your keyboard.

*It is best to have all your staff (or others who have been logging into the system) log out of Community before each migration run. If you forget, people may get an error the first time they access the system after a run. This can be corrected by logging out and logging back in. 

2. Choose the file you exported and click Next. This may take some time to upload as it can be a large file.

3. Make your selections on the next page and click Do the Migration.

  • There are multiple options as you page down.
  • See explanations and best practices in the Migration Options section of the Data Migration Manual.
  • See the list of items that are purged vs. kept with each run, in the Detailed 3 Step Process section.  
  • If Private Prayer Requests and Private Notes are converted, please see the Additional Details section of the Data Migration Manual. There is a Security Risk that you'll want to keep in mind and address before assigning Permissions.
  • Make sure no one but the Admin is logged in during the import.
  • Here is a screen shot of the beginning of the Import Options page: 

  • After clicking "Do the Migration" patiently wait for the Import to run. Lots of data may take lots of time. But it's worth it. Coffee break anyone?

4. You will see a Finished message.

5. The migration only keeps the Admin permission role for the person who is signed in and runs the import. The username and password are the same as Deluxe. 

6. Review the Data Migration. Since the Permission Role settings are saved with each run, but not the people associated with them, you will need to re-add other people records to the various Roles if you want them to access the system for review help or for sandbox playing/learning. See these Review Instructions to get you started.

Additional migration runs

If you notice things that you want to change in the Import choices, but not the export choices, you can run the data migration again by going to https://[FirstPartOfYourCommunityURL].elexiochms.com/utilities/ImportElexio and click the link at the bottom: "Do the migration again from the same data file you have already uploaded, but choose different options." If you want to change the Export options, you will need to do another export and upload the newly exported zip file into Community. The settings on step 2 of the Import will be saved each time, so you just have to adjust the ones you want to change. 

If this is your final data migration run

After reviewing it, send an email to the Data Migration email thread with the text "We are signing off on our final data migration." If you are planning for us to do a Data Migration of Online Givers, let us know via email, "We have done all the required pre-migration tasks from the Data Migration of Online Givers help page and are ready for you to run the migration." 

Data Migration - Review Instructions


Notes:

  • Your final data migration will overwrite the data from interim runs (people, groups, etc.), so remember that making changes in Community is just "practice".
  • Please see our Data Migration Manual which describes export and import choices, details about what is purged and kept in future interim and final migrations. Please read it thoroughly and use it as reference tool as you review the data.
  • Since Private Prayer Requests and Private Notes may have been migrated, there is a Security Risk that you'll want to keep in mind and address asap before assigning Permissions. Please see Additional Details in the Data Migration Manual.
  • As you review, please make sure the information you expected to be migrated is all there and correctly placed in the fields where you would expect to find the information. Please send us the details of any data issues including the name of at least one person affected so the development team can address it. Please send the email reply to the Data Migration email thread so everything related to the data migration is in one thread to avoid confusion and so multiple people are notified.

Review areas:

  1. Start by looking at your own record and your staff's records since this information is the most familiar. Look at the View, Family and Giving tabs to verify the data was migrated accurately and completely.
  2. Review Groups by clicking on the Groups tab. Select various examples of the different types of groupings to confirm the total number of individuals in various groups which can be compared with the listings in Deluxe in Administration > Groups, Classes or Ministry teams. Also confirm individuals associated with your groups. Please note that ALL active individuals including ALL Involvement levels for ALL active Groups, Ministry Teams, and Classes were migrated.
    1. Status Groups can be confirmed by using the FCR 3101 People List in the Elexio Deluxe Database. On the Field Chooser tab, select all the fields that data (such as Status) should be converted into, then click Data Grid so you can see the information. You can also sort and filter using the headers by clicking the header or filtering by clicking on the funnel in the upper right hand corner of the header. You can also export the data into a spreadsheet which gives you additional filtering power and the ability to see many more columns. This will make for an easy comparison with the Status Groups in Elexio Community.
  3. The next step is to review Reports. Click the Reports tab then use the Membership, Attendance, and Giving tabs in Elexio Community to review reports. Here are a few suggestions for comparison. 
    1. Compare the Elexio Deluxe Contribution Detail FCR3301 with Elexio Community > Reports > Giving > By Individual. Click the Gear in upper right of the tab to filter. Run reports based upon last quarter, year to date (subtracting 2 weeks for accuracy depending upon when the data was pulled from the Elexio Deluxe database), then for each of the last few full years. Using last week and this week may be difficult as it will not include all of the data for the week due to when the data was exported and/or may not include additional online giving.
    2. Also verify that contributions totals and certain funds match.
    3. Compare the Elexio Deluxe Contribution Statements (R1300) with Individuals' Giving tab in Elexio Community to confirm dates, amounts, fund names, etc. Or you can run giving statements for the same time period in Elexio Community and save them as a PDF. 

Taking the time to do a thorough review now is a great investment to avoid major data clean up issues later.