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 Elexio Community 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.

PROFILE BASIC INFO:

 

Individual Photos

-

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

- (not currently supported in Community Check-in)

Tag Comment

Note

Gender

Gender

Background Check

Background Check

Requirements

Note

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

*We can convert up to 5 into Configurable Date
Fields or Groups. You can import additional
Attributes using the People Import feature.

Individual Attributes without Dates

*We can convert up to 5 into Configurable 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

-

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

* 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 Elexio Community. 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 Community

Successful migration requires deliberate collaborative efforts by both Elexio 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 Elexio Community 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 Community versus what is recorded in your current system. Please complete this data validation before making any changes in Elexio Community. 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 Elexio Community, 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 Community, 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 Elexio Community. On a later date, when the final data migration is run, all the data in Elexio Community 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 Elexio Community during your implementation process. The Sandbox Phase is an ideal time to practice using Community 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 Elexio Community with your own data and practice entering new data without risk. During the Sandbox Phase, please remember to only enter data into Elexio Community for practice, as all data will be purged from Elexio Community on a later date.

 

  1. Final Data Migration (FDM) and Go Live

After taking the time to learn Community, making implementation decisions, testing, and preparing your team, a final data migration to Elexio Community can be executed. The scope of migrated data and configuration is the same as Initial Data Migration. FDM purges all data from Elexio Community 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. 

This is the moment your church ceases to use your current system and begins to use Elexio Community 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 Elexio Community. 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 Elexio Community must be left idle on the day(s) of migration.
    • Elexio Community will be ready for validation immediately following migration.
    • We recommend that you validate your data in Elexio Community compared to your current system data, just as you did after the Initial Data Migration. If you see any discrepancies, please contact Elexio 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 Elexio Community 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 Elexio Community. It is at this point that Elexio Community becomes your authoritative database. From this day forward your team will use Elexio Community 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
  • 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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