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We use IDEA to assist our customers with complex import projects, analysis projects, and development of customized IDEAScripts. We also use IDEA for ourselves as a data import tool into our enterprise CRM system. This month, we’re presenting a case study of how we converted all of our CRM data from a customer management system that had been in place for over 12 years to our current enterprise, cloud-based CRM – and ran the actual go-live data load in under 6 hours.
If you are entering into a data conversion project, this case study may give you ideas, no pun intended, on how you could speed up your data conversion efforts, particularly the go-live data load, using some of these methods.
Audimation Services, Inc. provides data analytics software and professional services to thousands of auditors, IT auditors, fraud examiners, accounts, financial analysts, and consultants across the US. We had outgrown our customer management tool. We needed a customizable, cloud-based solution that our sales staff could easily access while on the road. Most importantly, we needed a solution that would give a 360° view of each of our customers. Finding a cost-effective software product was the easy part. Getting the data out of one system and loaded into another system was going to be tough.
Kurt Johnson, our Solutions Development Manager, envisioned using IDEA to perform the following:
Kurt spent several weeks analyzing the inconsistencies in the old customer management system. He tested the resultant IDEAScripts and was able to fine-tune them such that they could import the data, manipulate it, and export it in under 3 hours.
On the appointed day, we started our go-live data load at 5:00 PM. Our first step was to lock the users out of the old system. This was to prevent any data from being input into the old system after the data was extracted from it. We wanted no data left behind.
We ordered pizza at about 7 PM, expecting to be there until the next morning because not only did the data have to be migrated from the old to the new system, it had to be reconciled in the new system before the users could have access to it.
At 8:00 PM, Kurt announced that the data had been extracted from the old system, scrubbed, manipulated, and was ready to be imported into the new system. After a couple of unexpected import challenges that were immediately resolved, the data import was completed in about two hours. The team reconciled the data and we went home at 11:00 PM – six hours from turning off the users’ access to the old system and turning on their access to the new system.
We planned a 6-week “data observation” period to be sure the data had been imported correctly. After 2 weeks, we were able to relax as the users reported the data to be accurate. We’ve been using the “new” CRM for 5 years now and believe IDEA was the means to completing our project successfully with no disruption of service to our customers.
If you have any questions about this, or other questions about IDEA, please give our help desk a call at 888-641-2800 Option 4. Or email us at [email protected].