Data Migration - From Other Systems

Shelby v5

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

Shelby v5 to Elexio Community Data Migration Mapping Chart

This is subject to change if Shelby changes their system, version or if you cannot retrieve the data files we normally use.

From:  Shelby v.5

To: Elexio Community

PEOPLE INFORMATION

Address 1

Address 1

Auxiliary  Number

User Defined

Birthday

Birthday

Date 1- 10

User Defined

Date Received

User Defined

Email

Email

2nd Email

Secondary Email

3rd Email

Note

Employer

User Defined

Family

Family

Gender

Gender

How Received

Group (e.g. How Received Baptism)

Individual Picture

Individual Picture

Marital Status

User Defined

Membership Memo

If starts with date, then Interactions.  If not, then Note.

Life Events

Interactions (Notes or Configurable Fields 1-15)

Memo

Note

MICR

The relationship between the member and
the MICR encoding is maintained but the images are not converted.

Occupation

User Defined

Phones

User Defined

Position

User Defined

Profiles

Groups – (With Start Date) (Comment to Interaction)
(Property Assignments) (ALLERG to Check-in Note)

Relationships

Group (e.g. Grandma, Grandpa – Doesn’t have the
same address as the other family members)

Record Status

Group (Active, Inactive, Pending)

Special Profile

User Defined

Suffix

Append to Last Name

GIVING INFORMATION

Batches

Batches

Envelope Number

Envelope Number

Gives with Family

Gives with Family

Giving

Giving

Pledges

Pledges

Statement Frequencies

Group

ATTENDANCE INFORMATION

Attendance

Attendance

Orgs

Group – (With Join Date) (and Property Assignment)

Title

User Defined

 

Typical Migration Process Overview

  • We send you instructions on how you can export your data in a special format and upload to our secure server 
  • We prepare your initial migration mapping choices and send next step instructions.
  • You make final choices and run the migration into Elexio Community. This may take some back and forth communication.
  • You review the migration of the data.
  • You make any mapping changes you desire and 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, you do another export and 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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