Client Checklist for Migrations

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1 Client Checklist for Migrations This checklist will walk you through how to randomly and non-randomly check your data once it has been imported. Keep in mind that the migration spreadsheet dictates what data we are migrating. If you find errors or have questions, the spreadsheet is the where those errors will be fixed and addressed. Making edits to the migration site will not fix the error. The migration spreadsheet will pass back and forth between you and Foundant multiple times. As errors in the spreadsheet are fixed, you will want to verify them in the next test site that is made. If you have questions regarding this document please contact your Foundant Migrations Manager. Steps Follow for Data Validation 1) Organization Check 1. Click Organizations and then click search. 2. Look through the list of organizations and make sure there are no duplicates. If there are duplicates you will need to determine if the duplicates are in the spreadsheet or between the spreadsheet and the live site. Foundant can help with this by creating reports that will show you what and where the problem is and how to fix it. Keep in mind that organization names must be spelled and punctuated exactly the same in order to not create a duplicate. 3. Pick an organization you are familiar with from your old system and click on the organization name. 4. Check the following information in Foundant Grant Lifecycle Manager (GLM) against your old system: Does the organization contact information match your old system? If an organization description was imported does it match your old system? 1 P age

2 Is the organization's Application and Grant History accurate when compared to your old system? 5. Please check multiple records this way! 2) Random Records Check 1. Click on Requests 2. Under Process, choose your Legacy Data process from the dropdown. 3. Click "Search" 4. Check the status column (e.g. denied, granted or closed - closed is the step after granted when no further action is required such as payments or follow up reports) Compare your old systems records to the Foundant Migration data. 5. Choose a couple records at random and click "View" and then click View again next to Grant in order to compare the following against your old system: If the record is granted or closed, does the grant amount match the amount in your old system reports? The report fields are shown above the grant information, check to see that the values match the values in your old system. 6. Please check multiple records in this way! 3) Non-Random Records Check 1. In your old system, choose a record that you are familiar with. One that has a lot of imported data is best. 2. Then, in your Foundant Test Migration Site, click on Search Requests and in the Process dropdown choose your Legacy Data process. 3. Type in all other information that will help you locate this request. 4. Click Search 2 P age

3 5. Check the status column (eg. denied, granted or closed). Compare with your old systems records and make sure they are the same. 6. Click "View" on the request you are looking for and then click View again to the right of Grant to compare the following against your old system: If the record is granted or closed, does the amount paid match the amount your old system reports? The report fields are shown above the grant information, check to see that the values match the values in your old system. 7. Please check multiple records in this way! 3) Log in as an Applicant to check the Applicant view 1. Click on Users. 2. Click the "Applicant" checkbox. 3. Click the "Search" button. 4. Click on the (login) address of any applicant that has imported application history. 5. Check the following on the applicant's page: Does this applicant s history appear correctly? Click "View Application" on any of the applicant's requests Do the report fields that you want the applicant to see appear? o If they do not appear, log back in as an administrator, go to Process Manager and make sure the report fields are not internal. 6. Do this for at least five applicants! 4) Check Payment Tracking 1. Click on Payment Tracking 3 P age

4 2. Choose a date range that you can reference in your old system For example, if you wanted to see how much you gave in 2002, your start date would be 1/1/2002 and your end date would be 12/31/ Make sure the paid amount that your GLM site reports, matches what your old system reports. 4. Do this for at least three of your imported years NOTE: If you do not have at least three years of imported data just perform this test on what data you do have. 5) Check Installments (if applicable) If you have requests in your old system that contained installments, please check at least three grants from the import to make sure your Foundant site has imported these installments correctly. Pay special attention to the dates of the installments as well as the amounts. 1. Look up the installment record in your Foundant GLM site: Click on Search Requests. Choose your migration process in the Process dropdown o Input any other relevant data such as project name or organization name. Click Search then View next to a grant with installments Scroll to the bottom of the page, compare installment amounts and dates against your old system. 2. Do this for multiple installment grants! 6) Overall Data Validation There are two methods of reporting you can use to check large amounts of data. They are Data Export and Reports and there are tutorials on the Foundant help site for each. 4 P age

5 Data Export 1. Click on Export Data. 2. Under "Choose Data Source" select "Grants". 3. Choose the Legacy Data process only. 4. Click the "All Organizations Checkbox". 5. Pick a date range to export: o For instance, if you want to view all grants made in 1999 you would choose 1/1/1999 for the "Show Data After" box and 12/31/1999 for the "Show Data Before" box. 6. By default, all columns will be selected. Keep them all selected unless told otherwise from your Foundant Migrations Manager. o NOTE: Only use the "Sort By" section if you have been trained on it. 7. Click "Export" NOTES: This will generate a file which can be opened in Excel. If you open the file you should see a list of grants approved and denied for the specified date range. Compare this to the data in your old system, if the two don't match please make note of the discrepancy. To get the issue(s) resolved, discuss these with your Foundant Migrations Manager so you can make the appropriate fix to the latest historical data spreadsheet. We will then make another test migration site. Reports The Reports tool is a great way to create a saved report that will allow you to check a block of data (such as the overall dollar amount granted in 2008). Checking date via Reports is the last crucial step in your migration process and should be done when you are almost ready to go live with your migration. We can help you through this step in order to help speed up the process. 5 P age

6 Please note that when a new migration test site is created, any saved reports will be lost. 1. Watch the Reports tutorial on the Foundant help site and try to create your report. 2. Ask your Migration specialist to help you create reports so you can validate your data overall or year by year, summing the amount awarded for a certain period of time. 6 P age