Why Should You Convert Your Existing Data Records?

Now that you are beginning the implementation of your fundraising management system, here are a few issues to consider:

• The data you have on existing donors, prospects and lists is your base to start your new fundraising management system. Do you want to manually re-key in the information on all the individuals and organizations into your new system?
• The giving history of your donor base is a vital part of our future fundraising efforts. Do you want to manually re-key this information into your new system?
• Any additional information you have in terms of notes on donor or volunteer activities are part of the profile of your database. Do you want to manually type in this information into your new system?
• Did your existing system allow the entry of duplicate records? Do you want to manually determine which records are duplicates prior to data entry into your new system?

In most cases, the data conversion process can determine the re-keying of information into your new fundraising management system. Conversion means:

• We take a copy of the data from your existing system
• Convert your data into your new system format.
• Add any defaults for fields of information that your existing system did not have the ability to track.
• Check for duplicates and merge duplicate records if available.
• Import the data into the new system to give you a foundation to build upon so you do not have to spend the time to re-key this information.

Please find outlined below are the first three main steips in any conversion process.

Step 1 - Send In A Sample Of Your Data Records

You will need to send a sample of your data to us for evaluation. We require this sample to allow us to ascertain the level of conversion required and the type and format of the data captured by your existing system. This sample will allow us to provide you with an estimate of the cost and timeframes for the conversion process to be completed.

Requirements for the sample data include:

• data in ASCII fixed length or delimited format. Most software packages will allow stored data to be exported in one of these formats.
• the data sample should include some data of each record type, for example, some donor records, corresponding financial gift data for cash gifts for those donors, some pledges and pledge payments, some remarks or notes etc. Essentially, a record of all data you want to convert.
• a listing of the format of the files being sent

e.g.    LAST NAME length 20 characters

FIRST NAME length 20 characters

ADDRESS 1 length 30 characters

ADDRESS 2 length 30 characters
If this listing is difficult to obtain, we can discuss it and perhaps suggest an alternative.

• preferred media is 5.25" high density diskettes using a generic backup like DOS backup or using the ZIP program. Due to incompatibility between tape drives and their software, tape backups are usually unacceptable. Prior to sending in the data we can discuss the backup methods available to you. If you do have another backup program, we may request a copy of it to allow us to restore, and the program will be returned to you upon the completion of the evaluation.

Some organizations have found sending in their entire database for evaluation is more convenient than attempting to extract portions of the data as a sample. We prefer this.

If there are any problems with the above specifications, we can certainly help with any clarification you require and perhaps suggest a more suitable alternative.

Some times data can be emailed or FTPed to us.  Please contact us if you need to utilize this additional means of data transfer.

Step 2 - The Quotation

Each conversion is unique and as a result it is very difficult to provide a specific cost for this service. We must review your sample data as well as get an estimate of the volume of transactions, before we can provide you with a quotation for the conversion.

The time frame to complete the conversion is also established as part of the quotation. Time to convert your data is dependent on a number of issues. These issues include such things as:

• Code table draft discussions
• The training schedule
• The cut-off date of your existing system

Step 3 - Conversion Approval and Beyond

Once the quotation has been reviewed and the approval has been signed off, we can proceed.

• At this point we set some actual dates for the milestones:
• Review of the mapping from existing data to your new system
• Cut-off date from the existing system
• Actual conversion and installation of the converted data into your new fundraising management system.

The installation of the final converted data is usually done between training sessions. Ideally, some training should be done on your new system with no fear of real data being affected. Some training is beneficial using the converted data to allow for real case scenarios to be setup and used.

 Data conversion is a part of the whole implementation process and is critical in allowing you to switch systems and continue with day-to-day activities with minimal disruption. Care and preparation for the conversion at the outset can lead to a smooth cutover.