Reviewing the Test Migration is the most critical step for a client to ensure a smooth and correct migration. This is where you review what your migration will look like to make sure it meets your expectations. It is important you dedicate the necessary time to this review in order to identify issues or changes you would like made. Once we move to the Final Migration, you can no longer make changes to the migration and any issues cannot be fixed and will be migrated as they are. Below are some guidelines to use as you review your test migration.
Create a Report
The first step in reviewing your test migration is creating a report of all the projects imported using the Report Builder. This will give you an idea right away if there are cases missing. *Remember that the test migration is using the data backup you provided, so it will not include any data or cases entered after the backup was run. If you have a large dataset with many different case types, we recommend creating a report for each Project Type. Or if you are migrating only a handful of data points per case/project, include these fields in the report so that you can quickly see if the data was migrated correctly. Otherwise, the report should just be a basic project report so that you can quickly see the number of cases imported and then have a quick way to reference and enter a project later in the review process. By default, Archived Projects will not be included in the report so make sure to include them if you are migrating closed/archived cases. For help in creating this report, please contact your Implementation Consultant (IC).
You can create an additional report of all your contacts for this step or you can just review the contacts in the projects. This step is important because this is where a lot of issues can be missed if you don't look closely. Go through a variety of contacts and contact types to make sure that the contacts appear the way they should. There are times when the data from your previous system does not have a standard format which can make it difficult to import into Filevine's contacts. Reviewing the contacts in the test migration will allow you to catch any of these instances so that you can discuss options with your Implementation Consultant and Data Migration Specialist.
Review Case Data
To effectively accomplish this step, you will need three things. The previous software that you are migrating from, the map you completed in the mapping process, and Filevine. To begin, pull up a case on your previous software. *This should be a closed case or at least a case that has not changed since we received your last database backup. Once you have selected a case, go through the data entered in the case and use the map to determine where the data should appear in Filevine. Then find that same case in Filevine and compare. Repeat this for about a dozen different cases. If you have multiple Project Types, make sure you review multiple cases from each Project Type. Any issues of data not appearing where it should or not appearing at all should be brought up immediately with your IC. If upon seeing the data in Filevine, you would like to make changes to the map, this should also be brought up immediately with the IC. Be advised that this will delay the Final Migration.
Communicate Issues to IC/Approve Migration
Any issues encountered in the previous steps should be communicated with your IC. Providing 3-5 examples of issues and screenshots of those issues will help the IC and Data Migration Specialist quickly identify what is causing the issue and allow them to fix it. They will take your feedback, make the necessary fixes, and then provide you will an additional test so that you can verify that the issues were corrected. The more thorough you are in reviewing your test will decrease the likelihood of having to do many rounds of testing, which delays your Final Migration. Any delays on your part in completing this test review will also result in a delay in the Final Migration. If you review the test and there are no issues, you will approve the migration with your IC and schedule your Final Migration. Approving the migration is your official statement that no changes or fixes are needed now or in the future and the Final Migration may commence.