7 keys to simplify your data conversion
TRANSCRIPT
7 Keys to Simplify Your Data Conversion
July 9, 2014
2
About WebLink• SaaS company (Software as a Service), leading software
provider to business associations and chambers of commerce• Established in 1996, 60 employees, based in Indianapolis, IN• 94% customer retention rate
3
About WebLink• Association Management
Software• Website Design & Develop
ment• Non-Dues Revenue Progra
ms• Partner in Your Success
Instant Commerce • iPad app for mobile commerce• Integrated credit card reader• New member sales• Event registrations• Pay open invoices
WebLink Blog
Why Data Conversion?• Your current solution may:
• Be expensive• Be hard to use• Lack reporting• Lack features and upgrades• Not offer flexibility and configurability • Not integrate your website, membership data, events, email marketing,
and financials into a seamless, centralized database
Rather than rekey all of your data, data conversion provides a way to more easily move data from one format to another.
Your association database is the single most important asset your organization owns.
11
About Me
Aaron BeymerData Conversion
SpecialistWebLink International
• Graduate of Ball State University with a Bachelor of Science in Information Systems
• Over 10 years of experience working with relational databases, specializing in Microsoft SQL Server
• 14 years of professional experience in the IT industry
• Employed by WebLink International as a Data Specialist since 2012
• Avid enthusiast of cars, technology, and bicycling
• Resided in downtown Carmel, Indiana since 2010
12
Session Agenda: 7 Keys to Simplify Your Data Conversion
1. Get Familiar2. Establish Buy-In3. Understand Your Needs, Role and Time
Commitment4. Avoid Complexities and Pitfalls5. Prioritize6. Know When It’s Time to Move On7. Prepare for the Future
Get Familiar
How Do Computer Programmed Data Conversions Work?
They’re Fast
But the Conversion Can Only Be As Good as The Data
Create a Timeline• Include the following:
• Identification of staff involvement
• Searching for vendors• Watching demos• Board approval• Contract signed• Data provided to vendor• Process documentation• Testing• Live date• Training
Establish Buy-In
Executive-Level• Come prepared• Share cost/time saving
analysis• Give realistic resource
and timeline requirements• Share high level
processes and reporting available with the new system
Staff• Set expectations• Be transparent• Remind them of the
benefits• Change is never easy, but
it will make their job easier in the long run• It’s a team effort!
Understand Your Needs, Role and Time Commitment
Ask Yourself Key Questions• How do you use your current
database?• What are you looking to
accomplish with a new solution?• Do you understand how data
conversion works?• Do you have realistic expectations
for the time, resources and commitment required for making a change successful?
Once You’re Ready to Pick a New Vendor• Pick an internal task
force• A representative from
each department should be involved
• The task force will need to:• Create a list of
requirements• Sit in on demos• Evaluate and analyze
each system
During the Conversion
• Pick a project manager• One point person for gathering
data• Be available as questions arise
After the Conversion• Additional setup• Manual entry• TRAINING• Data integrity is an ongoing process and
requires buy-in from all staff
Avoid Complexities and Pitfalls
Limit to One Data Source
Provide Process Documentation
Avoid Inconsistencies
Prioritize
Know Where to Start
Leave Some Behind
Historical Records
Know When It’s Time to Move On
Run 2 Systems in Parallel• Ease into new processes• Give staff time to learn and train• Work around big events and
campaigns
Or, Rip Off the Band-Aid• Is there ever a “good
time” to make the official switch?• Pick a day, and stick to it• No confusion over
whether or not processes have changed• No period of time to
enter data into multiple systems.
Prepare for the Future
Your Data Will Probably Never Be Perfect (But You Should Try)• Address any adjustments that
need to be made immediately after the conversion• Your technology partner
should help you fix any major concerns• Maintenance and following of
processes ensures clean data• Don’t fall back on old, bad
habits• Utilize ONLY ONE data
platform
Teach New Staff• As you hire new people, they will have to
be trained• Create a process for getting new people
up to speed• Documentation of processes is key• Share what the data is used for so staff
understand the importance
Grow with Your System• Stay up-to-date on system
enhancements• As organizations grow, so do
processes and rules; but document your changes
Bonus: Questions to Ask AMS Providers
When evaluating, consider asking the following questions
• How many data conversions has the vendor successfully implemented?
• How many years’ industry experience do the vendor’s data developers possess?
• What business rule or logic discovery questions are asked prior to starting each new data conversion project?
• Assuming you are using a widely-available system, has the vendor completed data conversions from your specific source system and version before? If so, how many?
• What data validation steps are built into the data conversion process to eliminate errors or bugs in the new system? • What steps does the vendor
take to identify and mitigate duplication of data records?• If data inconsistencies or
exceptions are encountered, what is the vendor’s process for moving forward to address each issue?
Coming Up: 3 Questions
WebLink Recap: An Integrated Solution
• ONE web-based centralized database
• Prospects, members, non-members and all reps in same system
• Financials, events, email, committees, website, reporting
CMS Select• Simple to drag and drop
content
• Responsive website design
• Automatically adjusts for any screen
• Fully integrated database and website
3 Questions
Please answer these to receive a copy of the presentation.