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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!
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