Successful Data Conversion
Here's the ideal picture. You've bought a wonderful new software
system you know will make your life easier and your business
more profitable. The data has been transferred from the old
system to the new. Now you want your staff to be able to get
right to work.
How to accomplish this? Planning is the key.
Conversions are complex, whether or not you convert your data,
we do it, or you hire external technical help. If you convert
accounts on a Friday night and you expect to be working in
the new system on Monday morning, proper planning, setting
up, training and testing must have been completed first.
No two systems are the same. Many aspects need to be
implemented. By spending time at the beginning, understanding
what is needed and preparing for it, you can avoid frustration
and minimize any down time.
Planning
Get to know Collect!.
This is a very powerful tool and how you use it can be as
basic or sophisticated as you choose. We recommend
that you start closer to basic. As your system knowledge
matures, so may your system setup and work flow.
Get the whole team on board.
Have staff look at Collect!. Consider installing Collect! on a
machine where everyone can gain access. Do yourself a favor
and get some basic setup done before they look. This will
provide a sense of familiarity and security and promote
team spirit.
Install Collect! as a demo on as many workstations as you wish.
Give your staff an opportunity to look at Collect!, try it and
ask questions. They are the ones who will be working the
system, so it makes sense for them to be comfortable,
knowledgeable and competent.
What does the technician need?
Getting the data out of your old system is one of the more
important steps you need to take. Do you have the knowledge
and skill set within your office to perform this task?
Don't assume, try it. If you feel this is not your area of
expertise, you may wish to find a local technician to help
you or perhaps request help from the original software provider.
Comtech cannot take responsibility for exporting your
historical data.
Please read our documentation about importing. Even if you
don't wish to become an expert yourself, you will gain a
better understanding of the complexities and will be prepared
to work with the technicians doing the conversion. Comtech
provides expert conversion service at very a reasonable cost.
What do you want the data to look like when it
gets into Collect!?
Manually enter a client and a few debtors. Choose the fields
you want to use and the way you want to use them. Most
fields can be relabeled to make your use of Collect! intuitive.
If you don't like your initial attempts, delete and do it again.
Before you make field name changes, look at the Collect!
Help on the Debtor form to ensure you don't violate any
Credit Bureau reporting requirements.
If you are having our technical experts convert your data for
you, they will ask you to plan as outlined above and to send
any resulting information to us. Regardless of who is doing the
actual data conversion, they will appreciate your superior
planning and expertise.
Getting To It
Collect! Setup
While your data is actually being converted, you have time to
get ready. Now is when the real work begins. Setup is key
to your entire operation, now and in the future. What is your
standard work flow? What reports and letters do you require?
Get these in place before your accounts are brought into the
new system.
You will want to list the status codes you use, create your
contact management process, place your transaction types
and operators so your new system is in line with the old
system aspects. There are many other important areas. It
is absolutely essential that you review the Setup Checklist in
the Collect! Help system.
Testing
The first pass on your converted data has been made and
delivered to you. You feel pretty confident that you have set
up Collect! very nicely and know what you are doing.
Ready, Set ... Do not go live. Test, test, test.
Regardless of how knowledgeable and thorough you are, there
is no replacement for double checking your work. You may
have missed something. Test. (If at all possible, it is best if you
can run your old system and your newly setup and converted
Collect! database side by side for a while.)
Installing new software usually means modifying your network
to get the best performance. Collect! is no exception. You or your
technicians may have to deal with newer equipment, maybe a
new operating system, and some changes in network
configuration. Running systems side by side is an excellent
opportunity to verify you have been successful. It is almost
guaranteed that there will be something that was not thought
of or has been overlooked on the first pass. That is why you
must test. If there are little tweaks that need to be made to
the import or the data, your hardware, network or their setup,
now is the time to find out, before you go live. The second
pass will be much more polished and your confidence level
and knowledge of Collect! will have increased considerably. Now
is the chance to run the old system and new side by side
for final verification. Ideally, you should run month end on both
systems and compare the figures. When everyone is confident
that setup and data layout are just right and the numbers are
correct, it's time to make a final cutover and go live.
Bottom Line
Getting your data from system A to system B is not enough.
Representatives of many software companies will tell you how
easy this is. Please take what they say with a grain of salt.
You must think through time lines, understand the new system
and prepare it according to your needs and according to the
data you are about to convert.
See Also
- Preparing For Conversion
- Testing Your Conversion
- Going Through With The Final Cutover
- Import/Export Topics
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