Conversion: “Let’s Get This Show On The Road!”

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CONGRATULATIONS! You’ve just finished your Data Conversion Walkthrough and you have the login and password in hand. You
are ready to begin testing on your own!Overlaod

And then BAM! REALITY CHECK -
“What do I Test?”
“Do I have to look at every record?”
“What if there’s a problem?”
“When will it end?”
“HELP!”

Now take a deep breath!

I’ll be the first to say that a conversion isn't a “piece of cake,” but it doesn't have to be a “monkey on your back,” either. By setting realistic goals and using the tools at your fingertips you can thoroughly test the database and complete the conversion in good time.

Before You Get Started:

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“Have a Game Plan”

Be sure that both you and your analyst are on the same page.

  • Agree on a timeline and set target dates to help you meet that goal.
  • Block out time for reviewing your database.
  • Make notes as you are testing. Be sure to include specific examples (account names, description, and details) for each item you want changed or have a question about.
  • Compile those notes in to one document to return to your analyst. That will make it easier for both of you to identify the problem, resolve it and verify that the issue has been resolved.

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“Lend a Helping Hand”

Will others be helping you test?

  • Each testing user should have his own login. Click here for instructions on how clone your user.
  • Each time the database is refreshed, you will need to recreate those users.
  • Each tester may keep their own list of notes and questions, but they should be combined into one document before sending it to your analyst.

 

Let the Testing Begin:

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“It’s Who You Know”

Look at accounts you know. This may include your own record, your board members, the top donors, member or volunteers. Select several accounts that you are very familiar with and compare them in eTapestry to your old system.

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“Show Me the Money”

Use the Standard Reports to verify the totals for amount received. From each report, you can drill down see more details and go to specific transactions.

You can run each of the Standard Reports listed below with the following queries to compare specific periods.

  • Use the Base | All Constituent Query to see the data for All Giving
  • Use the Constituent Journal Entry Date | Last Year Query to see the totals from Last Year
  • Use the Constituent Journal Entry Date | This Year Query to see the totals from This Year

Top Donor Report – Verify that the donors listed match the top donors from your previous system. I also suggest that you compare every page of these accounts to your historical system and check the items under “It’s who you know”.

  • Fund Activity Summary – Verify that the Totals for each Fund match the Fund totals in your old system
  • Campaign Activity Summary – Verify that the Totals for each Campaign match the Campaign totals in your old system
  • Approach Activity Summary – Verify that the Totals for each Approach match the Approach totals in your old system

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“A Rose by Any Other Name Would Not Smell As Sweet”

Use the System Reports to quickly list name and address information

  • Constituent Address Report – Use Base | All Constituents. This will list of all Names, Addresses, Voice Phone Number, Short Salutation and Long Salutation
  • Mailhouse Export Report – Use Base | All Constituents. This will list of all Names, Addresses, and Salutations

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“Birds of a Feather Flock Together”

Nearly every conversion creates User Defined Fields, but they are often challenging to test.

User Defined Fields are simply places keep information about your Constituents. Often they are used to group people together, like Board Members, Members or Volunteers, or they may be used to capture specific information like what project a volunteer worked on or how many hours he worked.

You should know what UDF’s have been created. To get a complete list, run the User Defined Field Report form the Management | Defined Fields page.

You can save a lot of testing time by creating queries and reports based on UDF’s instead of looking up each record.

  • If you want to see groups of accounts like who is has a Mailing Status of Bad Address, first create a query to find those constituent records with Mailing Status of Bad Address, and then create a report to list specific information about those records.
  • If you want to see groups of journal records like who volunteered at the Holiday Festival and how many hours they volunteered, first create a query to find those Journal Contacts with the Event Name of Holiday Festival and Hours > 0, and then create a report to list specific information about those records.

I hope that these suggestions help “take the edge off” of the conversion and helps you “put a stake in the ground” in your relationship with Blackbaud.

Your passion is truly our purpose! Happy Testing.

For more help, check out these great resources:
Freshman Orientation Webinar Series
The Nuts and Bolts of eTapestry Webinar
Standard Reports Help File
User defined Field Report Help File
Queries Help File
Reports Help File
Getting Started Wizard
Welcome to eTapestry Walkthrough

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