Anyone considering an ERP implementation will at some point realize that they need to get their data in order. This quick guide is intended to offer reassurance and guidance to anyone who finds themselves in that position.
Signing up for ERP or a new CRM is a big step, and if your implementation partners are doing their job, one of the first things you will be asked to do is prepare your data for migration.
1. Data Preparing
You may think that this is far too early, but in our opinion, it is never too early to prepare your data. That’s because data migration is one of the most critical aspects of every single ERP project.
2. Data Migration
Data migration is all about moving your hard-won, valuable data from your legacy system to your new system. Your implementation partner will tell you what you need to do and how you need to do it – and it’s wise to listen to them. Why? Because you may have to pay the price for getting it wrong.
The impact of failing to spend time on data migration will be felt once you have gone live, and it’s going to be too late. **The reason is simple – if you don’t put the right data in, it won’t be there when you need to get it out.**
This could mean critical financial processes grinding to a halt with a negative impact on cash flow for your company.
3. Data Cleansing
It is important to ensure that the data being migrated from your legacy system has been cleaned prior to loading. Some systems are very strict about validating data. For example, it’s wise to check all postal codes and match only those conforming to the country’s specific format including the spaces.
4. Avoid Issues with Data Migration
Define your data migration team on day one, so you can get going straight away. Invest the time to cleanse the data correctly so that the right data is bought over in the right fields. This will ensure a much smoother cutover period.
5. Getting it Right
Data is usually migrated via Standard Migration Templates – which are Excel Templates pre-populated with all the fields available to you in your new system. These are then uploaded, often with the help of a wizard or Migration Upload Tool which will run you through the loading process step-by-step. There are often further options, e.g., to upload via a download-able tool or for very small numbers of individual records, you can upload manually.
The benefit of using the custom tool that comes with your system is that it should help you by updating you at every point in the migration process, letting you know if you have any errors with your file and how to resolve them. Alternatively, you can also run a ‘Simulation of Import’ which is a strong benefit acting as a trial run for migration.
6. Sequence of Data Migration
The actual data migration will happen according to the schedule laid down in your cutover plan – this is the critical point where all your project activities come together. But first, you must make sure all your fine tuning has been done, then you can test. Hopefully, your system will have a test system to allow you to familiarize yourself with the migration function.
7. Migration Complete!
Changing to a new system is an excellent chance to review your existing data, correct errors, find missing data and get rid of the duplicates. With all that hard work done, you can look forward to accessing your data via your new ERP or CRM whenever you need it.
Now all you have to do is keep it up-to-date!