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Agency Management System Conversion Checklist

What to ask before you sign…

and what to expect after you do

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No one ever said choosing a new agency management system was easy, but the homework you do before you sign on the dotted line will go a long way to ensuring you make the right decision.

You need to make sure you have the right

system, the right partner, and (often overlooked)

the right conversion process. A system or

provider may have the capabilities and service

levels your agency needs, but if your data

doesn’t get there, you’re lost.

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CONTENTSLet this eGuide serve as your checklist to ensure you’re getting all of the above.

We’ll focus on questions that get at the potential provider’s transition plan, training,

and data transfer and back up.

We’ll cover

Transition Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Transition Timeline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Data Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Backup and Storage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Training and Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

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Initial Questions to Ask

Who will guide your agency

through the conversion?

Will they remain with your agency

afterwards?

What issues can happen during

conversion?

What guarantees are offered for

data integrity in the conversion?

Is the conversion done by the

provider or outsourced to a third

party? How is communication

managed if outsourced? Where is

the outsourced resource located?

How long will the conversion be

once the new provider receives the

data back-up?

When will the conversion take

place? Does your agency have

input in timeline?

Transition PlanningStart by finding out the basics. Ask questions that hit at the heart of the

provider’s transition system and preparedness. A few key areas are:

n Know your point people. Ensure the

provider gives time for you to be in

conversation with the conversion team so

you feel comfortable with and know who

you’re working with during the process.

n Look in to where the conversion will take

place. The closer you and your provider

are during the conversion process the better so any glitches can be

addressed immediately from both ends.

n Find out how much input you will have in setting the conversion timeline.

The more a provider can work with you, the better the experience will be

from a staff and client standpoint.

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Timeline Questions

Once you have a better idea of the “who, what, where,

when,” you and you provider should come up with a transition

timeline. Look to the provider for the proper steps and

timeframes—they should be the experts here. Feel free to

offer in your own experiences and suggestions, but a good

provider should have a handle on the process.

Transition Timeline

Besides creating a timeline, you and your provider need to

make a commitment to stick to the timeline. This means

identifying potentially sticky areas that may require extra time,

and working in the inevitable need for adjustment. Be clear

on how to communicate any timeline changes so you can

stay on the same page for a successful transition.

How have other agencies prepared?

What are the most effective ways to help my agency learn?

What is the transition timeline?

How will you ensure we stick to this timeline?

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DataProcessing

Data Processing Questions

How much data is actually converted?

What type of documentation is provided as to what will convert and what won’t convert?

Will you work directly with my data or do I have to provide csv. files and spreadsheets?

Will you run a test conversion?

Will my agency be directly involved in data processing? To what degree?

Preserving the integrity of your agency management

system’s data is critical in the conversion process. Ask your

potential provider how they plan to deal with data transfer

and processing. Get to know what to look out for and how

the provider will ensure your data is effectively converted.

Some providers require data to be in a specific format for

transfer, while others covert to the desired format as part

of their processes. Be wary of providers that put a lot of

the data prep on you—this can cause problems during

conversion if your data doesn’t match their requirements.

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Backup and Storage Questions

What happens when there are

data clean up issues?

Who is responsible for correcting

data issues?

How do we communicate issue

to you?

What should our expectations be

for response time?

Will you provide a backup on

request?

How and where is backup data

stored? For how long?

The other issue around post-data transfer is the burden of

responsibility. Find out before the conversion if the provider

gives any safeguards should anything go wrong during data

transfer. Include questions about how to communicate any

glitches and expectations on when problems will be resolved.

Don’t forget about the aftermath of conversion. Find out

from your provider where your data will be stored, and for

how long. Most providers should include data back-up and

storage as part of the transition process. You need to be sure

you’re fully aware of what that back-up and storage looks

like, and if there are any extra fees involved.

Backup and Storage

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Training and SupportYour conversion is only complete once the last piece of data has

successfully transferred and your staff is well versed and comfortable with

your new system. This process of learning will take much longer than the

data conversion piece, but it is worth the wait. Be sure your provider is

in it for the long haul by asking about training and support before, during

and after the conversion takes place.

Training and Support Questions

What type of training will be provided

for the transition? Online? Onsite?

Blend of both?

How many trainers will be onsite?

For how long?

If additional training is needed what

are the costs?

How will you tailor training to my

agency’s specific needs?

Will you work with me after the

conversion if I want to make any

adjustments post-initial conversion?

Will additional training be offered as

updates are made? At what cost?

What additional transition supports

can you provide? User groups?

Personalized troubleshooting?

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Armed with this checklist, you’ll be sure to avoid potentially

disastrous transitions and set your agency up for a smooth switch.

We at SIS know not all conversions are created equal, and have

worked hard to ensure the over 500 conversions we’ve done

leave our clients stress and worry-free. In fact, we’ve performed most

of them in seven days or less. We’d love to talk with you about

how our Partner XE can meet your agency’s needs, and how our

dedicated transition team can ensure your data and your staff make

the switch with ease. Contact us today—and bring your checklist!

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Training and Support

800.747.9273www.sisware.com

Transition Planning

Transition Timeline

Data Processing

Backup and Storage

notes

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About SISHeadquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is

the team behind Partner XE—an innovative web-based insurance agency

management system that helps independent agencies streamline workflow and

grow their business. Built on a foundation of strong technology and exceptional

service, we’re moving forward with a constant eye on innovation that will make

independent agents’ lives easier.

About Partner XESupporting downloads from nearly 300 carriers, real time interaction, integrated

agency accounting, and much more, Partner XE is a full-featured agency

management system at an affordable cost for the independent insurance agency.

For more information, please visit www.sisware.com

4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com