Data Migration - From Other Systems

Fellowship One ( F1 )

Data Mapping Chart  - What is included and what is not
Process Overview
Detailed 3 Step Process

F1 to ChMS Data Migration Mapping Chart

Items with a “-” are items that do not migrate. This is subject to change if F1 changes their system, version or method of providing the data files we normally use. All records are migrated. You can delete records in the ChMS after the final migration if desired. All years of contributions and attendance are migrated. 

PROFILE BASIC INFO:

 

Individual Photos

-Individual Picture (Only migrated after the final migration run. May take an extra few days.)

Family Photos

-

Household position

Relationship (Head would default to primary)

Prefix

-

Last Name

Last Name

Goes by

Preferred Name

Middle Name

Configurable Text Fields

First Name

First Name

Former Name

Configurable Text Fields

Suffix

- (you can manually add to the last name field if desired) 

Bar Code

Bar Code

Tag Comment

Note

Gender

Gender

Background Check

Completed Interaction

Requirements without documentation

Note

Requirements with documentation

Documents

Birth Date

Born On

Marital Status

Configurable Text Fields

Occupation

-

Employer

-

Former Church

-

Address Line 1

Address

Address Line 2

Address

City

City

State

State

Postal Code

Zip Code

Country

Country

Baptism Attribute

Baptized On

Home Phone

Home Phone

Mobile Phone

Cell Phone

Work Phone

Work Phone

Home Email

Secondary Email

Personal Email

Primary Email

First Record

Created Date

Individual Note

Note

Activity Assignment & Attendance

Group & Group Attendance

Individual Attributes with Dates

*Configurable Date Fields or Groups. You can import additional
Attributes using the People Import feature.

Individual Attributes without Dates

*Configurable Text Fields or Groups. You can import additional Attributes
using the People Import feature. 

Status

*Groups (and Configurable Text Fields for
reference and for using Advanced Search to
populate the Status groups if needing
additional combining or detail). We
recommend using groups for Status going
forward.

Sub Status

Configurable Text Fields

Status Date

Group Join Date

Status Comment

Configurable Text Fields

Contact Items

Interaction Types

Approved Background Checks

Completed Interactions

 

GIVING SETUP:

 

Fund

Active Fund

Sub Fund

Active Fund with customized sub fund text name

Pledge Drive

Pledge Campaign

Batch

Batch

Contribution Amount

Amount

Date Received

Date

Check Number

Check Number

Memo

Note

General Ledger

-

Check Images

-Check Image (Only migrated after the final migration run. May take an extra few days.)

Auto Donation Schedules

-

Envelope #

Envelope #

Account

-

Routing #

-

Contribution Type

-

Pledge

Pledges are assigned to individuals.
*Notes:
-Each person can only have one pledge
per campaign in a given date range - no
overlapping dates within a single campaign.
-Each contribution can be
associated with only one pledge.
-You may need to do some adjustments in
in F1 or Community depending on complexity.

Pledge Frequency

Pledge Frequency with this mapping: 

'As Can' => 'yearly'
'Monthly' => 'monthly'
'One Time' => 'yearly'
'Quarterly' => 'quarterly'
'Twice a Month' => 'bimonthly'
'Weekly' => 'weekly'
'Yearly' => 'yearly'
‘Twice a year' => 'yearly',

Miscellaneous Cash Contributions

Anonymous

Unmatched Contributions

-

 

GROUPS SETUP:

 

Ministry

*Customized group name

Activity Name

*Customized group name

Schedules

*Customized group name

Rosters

*Customized group name

Activity Attendance

Session Attendance - 

What if I have multiple worship service times as schedules in the activity? Will it migrate as different services? Yes. For example, if you have 3 services there will be 3 different groups for activities because in F1 attendance requires activity, rosters and schedules. Not including all these required fields would cause issues in ChMS because individuals could be attending different schedules and rosters and sometimes this could be on the same day so there is potential for duplication or missed attendance entry. The safest method to convert is to include all fields in the group names to differentiate attendance for congregants across all migrating customers. This is how we translate our F1 fields to Group names:

Activity_Name + '  - ' + Ministry_Name' - ' + ACTIVITY_DETAIL_NAME (roster) + Activity_Time_Name (schedule) + ': ' 

For headcount data, another group will be created since a different group is needed for that to input counts rather than apply to individuals.

Organizations

Customized group name (organizations)

* indicates automatic configuration may occur to provide appropriate destination fields for incoming data. 

Groups Setup:

Ministry  *Customized group name
Activity Name *Customized group name
Schedules *Customized group name
Rosters  *Customized group name
Head Count Activities *Customized group name; Headcount = Session Attendance
Activity Attendance Session Attendance
Groups  *Customized group name
People List *Customized group name
Activity Temporary Groups -

* indicates automatic configuration may occur to provide appropriate destination fields for incoming data.

Group Name examples:

  • Fellowship One Ministry Name - Activity Name - Schedule - Roster Name
    • Children’s Ministry - Kids Town - 10AM - Nursery
    • Children’s Ministry - Kids Town - 10AM - Preschool
    • Children’s Ministry - Kids Town - 10AM - Elementary
    • Church Wide Services – Weekend – Sun 9AM - Attendance
    • Church Wide Services – Weekend – Sun 11AM - Attendance
    • Church Wide Services – Weekend – Sat 5PM - Attendance

Are you considering the DIY IMPORTER? If so, note that Family relationships are not able to be kept, so you will have to attach people back into families manually.

Typical Migration Process Overview

  • We work with FellowshipOne to get a copy of your data 
  • 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 collaborative efforts by both us and you. Migration occurs in phases to allow time for you to validate your data. Your Data Champions Team should be included in the process of validation and training, rather than just informed when the data migration is complete.

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Detailed 3 Step Process

  1. Initial Data Migration

The first run of data migration into ChMS is called Initial Data Migration (IDM). On your scheduled IDM Date, an initial migration is performed. The IDM does not change or delete information in your current system.

Once you’ve been notified that your IDM has been completed, you and your team will begin verifying data accuracy. First, you will verify that your data has been migrated accurately by comparing what migrated into ChMS versus what is recorded in your current system. Please complete this data validation before making any changes in ChMS. You will need to review any automatic system configurations created in the IDM process. The validation effort will ensure accuracy and complement your other training efforts.

Even though you see your data in ChMS, you will continue using your current system until your Final Data Migration is complete. Even if your data migration mapping choices have been finalized, we recommend taking the time to learn ChMS, making implementation decisions, testing, and preparing your team before you complete a Final Data Migration and go live.

 

  1. Sandbox Phase

After initial data migration and subsequent adjustment migration runs, a copy of your data remains temporarily in ChMS. On a later date, when the final data migration is run, all the data in ChMS will be purged and replaced with the most current data from your current system. The time between these two dates provides a "sandbox" training environment in ChMS during your implementation process. The Sandbox Phase is an ideal time to practice using ChMS and defining your processes.

We recommend 4 to 16 weeks of learning and planning before going live. The average church goes live in the 8 to 10 week range.

You can practice in ChMS with your own data and practice entering new data without risk. During the Sandbox Phase, please remember to only enter data into ChMS for practice, as all data will be purged from ChMS on a later date.

There are two different aspects of the Sandbox Phase – Data and Configuration.

Data

Data is simply your information converted from your current ChMS and any other information you add, such as:

• People and Households

• Communication Values

• Groups and Attendance

• Notes, Interactions, Attributes

• Contributions and Pledges

• Any other information related to an individual or their household

You can practice in ChMS with your own data and practice entering new data without risk. During the Sandbox Phase, please remember to only enter data into ChMS for practice, as all data will be purged from ChMS on a later date.

Even though you see your data in ChMS, continue using your current Fellowship One system until your Final Data Conversion is complete.

Configuration

Configuration is any system setup of user-defined fields. Configuration is not data. Configuration is creating new places to store data. And unlike data, which will be purged and replaced later, configuration will remain permanently in ChMS. Examples of permanent configuration include:

• Permission Roles Setup (Individual permissions will be purged)

• Configurable Fields Setup

• Check-in Mode & Stations Setup

• Interaction Setup

• Workflow Setup

• Calendar Setup

  1. Final Data Migration (FDM) and Go Live

After taking the time to learn ChMS, making implementation decisions, testing, and preparing your team, a final data migration to ChMS can be executed. The scope of migrated data and configuration is the same as Initial Data Migration. FDM purges all data from ChMS and replaces it with a copy of the most recent data you upload. FDM does not remove or delete data from your current system. You can save it or export it as an archive copy in case you need it later. 

We normally recommend you finish your data entry from the weekend by noon on Monday, then we pull a copy of your data around 2:00 PM, then run the migration on Tuesday morning. We'll let you know when it is completed so you can do your final review and get started working with your data and be ready for training your staff team later in the week. The individual photo and check image files may take an extra few days to appear. 

This is the moment your church ceases to use your current system and begins to use ChMS exclusively. During the review period of this final run, you should not edit either database between the final data migration and 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 your staff, volunteers, and congregation as desired. 

Successful churches pre-schedule their FDM to occur at the end of their team’s implementation planning process, just before the team switches 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 the data migration team 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.

Go Live

Once your Final Data Migration is complete and your data validated, 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 this day forward your team will use ChMS 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 integrated Giving, follow these instructions or this step by step guide to integrate Giving with ChMS.
  • 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.

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