Data Conversion Best Practices

Friday, November 20, 2009, 1:30 – 2:25p, Forest III

Warren Medbury, Conversion Specialist

Data Conversions

For those that are planning on converting from the Legacy Spectrum application to Spectrum NG.

Agenda

• How to prepare• What are the phases• What gets converted• What is not converted

and why• What to do after each

phase• Question and Answer

How to prepare

• If you choose to be Hosted (CSI will host the database)– Make sure that we have the data before the set

conversion date.

• If you choose to be Deployed (You will host the database)– Make sure that the existing server and the new servers

are accessible by the Conversion Specialist.

How to prepare

Ways to get the data to CSI Software:• FTP Site (if your database is not too large)• CD/DVD• Portable Hard Drive (if very large)

In all cases the database must be Archived and password protected.

How to prepare

Ask questions early and often.

What are the phases

• Phase I – Test Conversiono All data except for credit cards and EFT information

• Phase II – Go Liveo The setups will stay from the Phase I unless noted

otherwise.o All members, Check-in, Transactions will be removed

and reconverted.• Phase III – Clean up and appending of data

sense Go Live Conversiono All data from the Phase II will remain untouched and

only new information will be pulled over.o Time for cleaning out any unwanted information.

What gets converted

• Chart of accounts– Groups– Department– Major Accounts– G/L Chart of Accounts

• Product Categories • Inventory Products-This does not

include count or cost• Non-Inventory Products • Gift Certificate (Card) Products• Payment Types • Membership Types• Locations • Workstations• User Permissions [including

Roles & Securities]• Bank Setup• Employees

What is not converted• POS Setup Keys

– Categories – Items– Payment Keys– Discount Keys– Tip Rates

• OLS Credentials• Locker Setup• All of Equipment Check-Out• All of Facility/Event Management• All League Scheduler• Report Writer Reports• Day Periods for Time of Day

Report???• Scheduler Color• Contract Setup • Tejas (Food and Beverage) Setups• Scheduler Availabilities

Why not?

The main reason why most items are not converted is due to the advanced design of Spectrum NG.

What to do after each phase

• Phase Io Set up Corporate Administratorso Look at the data that was convertedo Make notes of anything that seems incorrecto Setup POS Keyso Test how the system works

• Phase IIo Begin using Spectrum NG for real data.

• Phase IIIo Run reports to validate that everything you expect is

in the NG.

Question and Answer

Account Managers

Eastern North

America

Western North

America

Toni Grafnertgrafner@csisoftwareusa.com800-247-3431 x223

Randy Cruzrcruz@csisoftwareusa.com

800-247-3431 x278

Coming Up Next…

• 2:30 – 3:25p– Utilizing the CSI Software API – Forest I– Adv. Trng.: Administrative Aids & Best Practices –

Forest II– Relaxing with Spa Management – Forest III– Keeping Track of Your Things with Equipment

Checkout – Cottonwood

• 3:30p– Conference Adjourns!