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When considering the adoption of a new system, it is crucial to ensure the seamless transition of data from the existing system to the new one. This process is commonly known as Data Conversion or Data Migration. Our organization boasts extensive expertise in the field of data migration, having successfully completed hundreds of such migrations from a diverse range of systems.
Why should you perform data migration when using a new case management system?
In many instances, companies possess extensive archives of client, case, and accounting data accumulated over numerous years, necessitating its accessibility within the new system. From a commercial standpoint, such data loss would be deemed unthinkable, while manually re-entering the entirety of the information proves impractical. These ongoing cases contain critical details, including billing records, disbursements, funds held in client accounts, time tracking, document history, and more. Moreover, an abundance of historical information exists alongside the existing live matters and clients and the firm’s essential nominal ledger and management accounting data that facilitates day-to-day operations.
Typically, conversions will include the following;
- Clients Details – Including names, addresses, contact details, etc.
- Matter information – Including dates, descriptions, case workers, etc.
- Fee Earners
- Departments and Matter Types
- Branches
- Banks – including Transactions
- Matter Ledger Transactions – Including Bills, Disbursements,
- Time Recording – Including Entries, Charge Rates, etc.
- Nominal Ledgers – Including Chart of Accounts and Transactions
- Document History – Including Word Documents, emails, PDFs, etc.
Want to migrate to Hoowla? Here’s our process:
Step 1.
Obtain access to your data
Your previous system is responsible for giving you your data in a format you can work with in any final scenario. If you’re not regularly requesting your data, you might be concerned to ask as it might be a dead giveaway you’re looking for a new management system. If this is the case, you can suggest that, as a firm, you’re getting organised and want a copy of your data for good practice management.
Step 2. Review & comprehend the data’s structure
Dedicate time to review and comprehend the data’s structure. Collaborate with your provider to define the data migration scope, determining what data will be migrated and what will not. At this time, we’ll be hands-on with you to establish a timeline, costs and potential risks.
Step 3. Preparing your data for testing
Sometimes, depending on your current provider, we may need to develop a customised program to transfer your data into the new software, ensuring it is ready for testing. This is only really the case if you’re coming from a provider we haven’t migrated from before or if you weren’t using a CMS to begin with.
Step 4. Migrate the data to the test environment
This stage typically involves multiple iterations, allowing your feedback to be incorporated into the migration program and subsequent data reviews.
Comparison of reconciliation statements, client balance reports, trial balance, and profit and loss statements is recommended between both systems.
Step 5. Test sign-off
Once you are satisfied with the migration tests and data accuracy, your company owner will need to sign off on the results. This is when you will need to request your final data download from your software supplier.
Step 6: Final data upload & completion
Time to finally switch to Hoowla. This typically occurs over a weekend. On Friday, data entry into the current system stops by mid-day. Your old system provider backs up and grants access to the data within a few hours. Over the weekend, the data is downloaded and migrated to your new Hoowla system. By Monday, the new system is ready for use!
WE CAN TRANSFER FROM THE FOLLOWING SYSTEMS
We can migrate data from any system. Please speak to us if you haven’t seen your supplier listed here! We’re more than happy to talk you through the process.