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Data Migration Philosophy

GrowthZone strongly supports industry data management thought leaders, such as Wes Trochlil, that when switching AMS providers, "Convert the absolute minimum amount of data possible." To read more of Wes' thoughts on "Less is Best" click here.

Data Migration Options and Details

GrowthZone offers two options for populating your GrowthZone database with your current data:

  1. Basic Data Import  (RECOMMENDED) -- designed for those organizations choosing to "start fresh" on a new AMS or those not using an AMS currently.
  2. Custom Data Migration -- designed for those organizations choosing to elongate their implementation timeframe by migrating their data from another AMS into GrowthZone

Intended for those associations that desire to follow industry Best Practices for migrating to a new AMS and start with a defined set of organization and/or individual contacts.  Simply export your data from your existing AMS and paste it into our pre-defined templates. (See below.) We also provide additional mapping tools for those challenged with converting their data to our pre-defined templates. Data migration into an initial Staging database occurs 24 hours after data receipt. Upon validation, you can be up and running in the least amount of time with our stream-lined process.

The following general guidelines can assist you in determining if this is the best fit for your data migration:

  • Contains one record per contact and one connection to an organization
  • Add-in Tags, directory Categories, and/or Custom fields for each contact.
  • One membership per file. May add additional files for each membership.
  • Invoices, Payments, Chapters, logos, images are not included.

You will be able to review your data in two stages: Initial Review and a Revision. Upon confirmation, your data will be uploaded to a Production database for you to be up and running with GrowthZone!

Additional reviews may be purchased for $200. Any updates to your data once it is in Production may incur additional fees - $125/hour. GrowthZone utilizes a "Rule of 200" when determining whether data should be modified manually by our customers or through SQL by our Customer Support team -- 200 or less rows of data is typically handled through manual updates.

The following data will be migrated in a Basic Data Import (BDI):

  • Organization contacts
  • Individual contacts
  • Memberships
  • Directory Listing
  • Custom Fields
  • Primary/Billing contact designations

The following data can be migrated for an additional fee:

  • Continuing Education and/or Certifications

The following data will be manually entered by the customer during the onboarding process:

  • Chart of Accounts
  • Fee Items
  • Open Invoices

The GrowthZone Cloud can be leveraged for quick reference of other data elements exported from your prior AMS.

To start your migration process, download our BDI templates and review the below video:

Custom Migrations are for those customers that are willing to add additional time and energy to their onboarding timeframe in order to migrate their existing AMS data into GrowthZone rather than save prior-AMS reference data in the GrowthZone Cloud. We will leverage our experience with known AMS and industry-specific sources to migrate your current systems’ data into GrowthZone. This option will allow you to review your migrated data (in a Stages database) before migrating to Production.

  • Key to your success will be the definition of your Membership Types, Levels, Billing, Rules. Not all other systems define Membership the same was as GrowthZone – they may use billing codes, member types, etc. Our guided process will help you achieve success with migrating this information to GrowthZone.
  • We have built a set of standard business rules for how the data is mapped and migrated into GrowthZone based on your data sources.

Data Review

You will be able to review your data in three Staging databases prior to the Final Production step. In between each stage, you will work with your Onboarding Project Manager to validate your data and review key elements of GrowthZone configuration. Additional staging database reviews may be purchased for $500 each. GrowthZone utilizes a "Rule of 200" when determining whether data should be modified manually by our customers or through SQL by our Customer Support team -- 200 or less rows of data is typically handled through a manual process.

Stages:

  • Preview based on initial consultation of pre-defined options.
  • Data consultation with data specialist to further refine the established rules *if needed.
  • Stage 1
  • Stage 2
  • Stage 3
  • Additional: $500

Data sources adding approximately 90-day to the onboarding project include:

  • NetForum
  • WebLink/Atlas/MemberClicks/Oasis
  • YourMembership
  • RAMCO
  • LAMPS
  • Rapattoni
  • Wild Apricot

* AMS systems outside of this list can be migrated into GrowthZone, but will add 120 days or more to the implementation timeframe.

REALTOR-SPECIFIC - MLS:

  • CoreLogic/Matrix
  • FlexMLS
  • StellarMLS
  • Black Knight/Paragon

REALTOR-SPECIFIC - LockBox:

  • Supra
  • SentriLock

The below groups of data will be migrated in Custom Data Migrations:

  • Organization Contacts
  • Individual Contacts
  • Membership
  • Communication
  • Lists/Committees
  • Directory Listing
  • Logos/Images/Documents
  • Custom Fields
  • Billing
  • Events
  • Sponsors/Ads

The below data will not be migrated in Custom Data Migrations:

  • Sensitive Personally Identifiable Information (PII) such as (but not limited to) Taxpayer Identification Numbers (TIN), SSN (Including Last 4)
  • Sales Opportunities
  • Projects/Tasks
  • Activity Log

Key Data Migration details:

You will provide us two sets of data:

  1. An initial set for use in the Staging Review Process
  2. A final data set for use in the Final Migration to Production

*Please be aware that some AMS vendors charge for database backups.

Details by data area for: 

Organization Contacts – name, contact information, custom fields, related contacts, contact status, category(s)

  • All contacts are migrated to GrowthZone regardless of status. Status can be assigned based on the membership rules established for the data migration.
  • Related detail/transaction information, such as event, training, committees, invoices, payments, etc. relating to the migrated contacts will be loaded into GrowthZone. Any transaction information related to contacts that are not migrated to GrowthZone will NOT be loaded.

Individual Contacts – name, contact information, custom fields, related contacts, contact status, category(s)

  • All contacts are migrated to GrowthZone regardless of status. Status can be assigned based on the membership rules established for the data migration.
  • Related detail/transaction information, such as event, training, committees, invoices, payments, etc. relating to the migrated contacts will be loaded into GrowthZone. Any transaction information related to contacts that are not migrated to GrowthZone will NOT be loaded.

Memberships – Membership Type name, description, fees per membership type, start date, renewal month, billing frequency/cycle, renewal notice days, grace period days, billing contact information

  • Active memberships are migrated. Dropped memberships are not included in the migration.
  • A membership map is required to ensure we are mapping membership information accurately.

Communication – to, from, date, subject, body/notes, follow-up, category

  • Communication for the current calendar year, plus prior four years are typical for migration.

Lists/Committees – name and roster

  • Lists and committees for all current and prior years activity will be pulled in by default for all loaded contacts based on the source. See source documentation for more specific information.

Directory listing – category, description, keywords

  • GrowthZone migrates what is available in the source systems.
  • By default, we create standard active member directory.
  • If more is available in the source and based on the Data Migration Option selected, see source documentation for further explanation.

Logos/Images/Documents

  • Contact-specific files may be loaded based on specific criteria needed to ensure exact matching. Add-on fee may be applied based on needed storage space.

Custom fields

  • Custom fields may be imported from source based on the source documentation. Some custom fields are migrated as a category or list.

Billing – Current Year Accounts Receivables including invoices, payments, credits, write-offs.

  • Transactions means: accounting invoices, payments, credits, write-offs, and refunds and does not mean G/L transactions.
    Fiscal Year (open items) for loaded contacts is in Scope
  • Bring in everything for all contacts (Less data does not mean fewer issues). If we put in a parameter, then the rules have to be defined...example: need to do write-offs, etc.
  • GrowthZone does not migrate G/L transactions.
  • GrowthZone will not change ownership/assignment of the original accounting invoices, payments, credits, write-offs, and refunds from the Source.
    • I.e. if an invoice was assigned a person and now you want it assigned to an org. This will not occur in the data migration.
  • If GZ is migrating a source system that has ‘messy accounting data’ (e.g. prior conversions created data that is not easily mapped) - then it becomes custom
  • Unapplied payments are migrated as Overpayments. This will result in these coming over as credit balance on a contact account.
  • Any transaction information related to contacts that are not migrated to GrowthZone will NOT be loaded.

Events – name, start/end dates, description, location, fees, categories, sponsors, attendees

  • It is recommended that you limit event data to the most recent 5 years.

Sponsors/ads – if sponsor/ad module is purchased

Our data migration processes focus on mapping data from the original source to GrowthZone in a way that allows the original data to be maximized for the data structure and features of GrowthZone. There may be a limited amount (typically less than 5%) of data that is not possible to effectively migrate en masse and may require manual manipulation or entry. GrowthZone does not modify data during the data migration.

Staging Review

  • The initial data migration will be done in a Staging area, which allows you to preview the data prior to the Final Conversion.
  • This allows you to continue with your day-to-day business while confirming the data is as expected.
  • There will be an opportunity for multiple staging reviews based on the Data Migration Option selected. This process provides an opportunity to review, request changes, updates, etc. with the expectation at the end of these reviews, we are in a “final” state with the data migration rules ready to schedule the Final Conversion.  If additional Staging reviews are required beyond the included Staging reviews, we are happy to do so at a rate of $500/additional Staging.
  • GrowthZone will provide a walk-through of the Staging database and will provide a checklist of items we feel are important to validate; there may be other areas outside of this list that customers feel are important and we encourage you to validate:
    • Any business processes
    • Reporting
    • Other key operations for your business

Final Data Migration

  • Final Migration to Production
    • As the reviews of data conclude, the Final Migration timing will be scheduled at least two weeks in advance.
    • A final data pull will be required from the original data source(s) at this time.
    • Should updates or changes be requested after the Final Migration to Production, charges may be incurred.