Data Conversion

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We provide data file conversion services in order to ease the transition from your current system to ours. The success of any conversion weighs heavily on the quality and consistency of the data provided to us. We will do our best to identify any data problems prior to installation. Another important detail is input from your users regarding how the current system is operated. During the process of conversion we will need to communicate with your staff to resolve any data questions.

Overview

The data file conversion is typically performed in three phases "Preliminary", "Actual", "Review".

Preliminary - Approximately two to three months prior to the proposed installation, a set of data files, reports, etc. should be prepared and sent to our office. The files will then be reviewed by us, the necessary conversion programs will be prepared and a trial conversion will be processed and verified. We will then notify you of the status of the data conversion.
Actual - Approximately 7 -10 days before the installation date (exact times do vary) the "real" set of data files, reports, etc. is prepared by you and sent to our office. This actual "live" data will be loaded and we process the conversion steps. The data will then be verified and any remaining installation procedures will be performed.
Review - Upon delivery/installation of the software, we will provide you with reports to verify the converted data along with a list of any outstanding action items to be performed by your staff. After training, a thorough review of all data should be performed to identify any conversion issues. Any problems should be communicated to us as soon as possible.

What "format" should the data files be?
Data files can be transported via the following media (in our preference order): FTP, Email, CD-ROM, LS-120 disks, 3.5" High Density disks, and Iomega Zip disks. Data files can be compressed using WINZIP to fit onto the media, and we kindly ask that all data files are compressed before they are emailed to us. When compressing data files, please use the WINZIP option to Save Extra Folder Info.

What needs to be included with my conversion data?
You should include a list of the field names and descriptions for each data file. If using a fixed length format we will also need the starting position and length of each field within each file.

Business Office top

When should the data files be created?
All data must be transferred from your current system at the end of a fiscal month. This means after all open invoices have been paid, all student charges have appeared on a statement, all student accounts have been aged and before any postings for the new month have occurred.

What Data Files are required?

General Ledger
Accounts - should include Acct. Number, Name, Type, etc.
Budget - should include any budget related data.
Balances - beginning balances.
Transactions - details of all postings to support account balances.
Department - general ledger departments "optional".

Accounts Payable
Vendors - should include Vendor number, Name, Type, etc.
Paid History - all purchases to support the Vendor totals.
Codes - any codes used in Accounts Payable.

Accounts Receivable
AR Accounts (Student, Faculty, etc.) - should include all billing accounts with Acct. Number, Name, etc.
Address - all addresses for the AR Accounts file, if not included in the AR Accounts file.
Aging - Aged balances if not on AR Accounts file.
Transactions - detail of all charges and payments to support the AR balances.
Charge Code/Transaction Codes - code, description, GL account number, etc.
Codes - any codes used in Accounts Receivable.

Student ID cross reference file (optional: please call for details).

Please include the following reports:

Trial Balance to support the data files.

An Audit Trail for the last month.

An Aged Trail Balance to support the student balances.

Registrar top

When should the data files be created?
Data can be transferred from your current system at any time.

What Data Files are required?
Registrar
Students - file should include Student ID number, Name, Grade, etc.
Address - all addresses for each student, if not included in the student file.
Courses - all active and inactive courses.
Sections - all active sections, if not included with the course file.
Faculty - all active faculty and staff, file should include faculty ID number, name department.
Student Schedule - entire years schedule.
Grades - should include all current year grades for each student.

Student ID cross reference list (optional, may be required to implement family relations between students, please call for details).

Academic History
Courses and Grades - all prior year(s) courses and grades for each student.
Test Scores - standardized testing PSAT, SAT, AP, etc. (optional).
Student Activities - Honors, Awards, Athletics, etc. (optional).

Dean's Office
Current Year Attendance - all attendance records for each student.
Prior Years Attendance - all attendance records for each student.

Please include the following reports:

Transcript for three students.

Master Schedule report.

Grade Report for three students.

Sample Attendance report.

Admissions top

When should the data files be created?
Data files can be transferred from your current system at any time.

What Data Files are required?
Inquiries - all Inquiries for the current Admissions Year.
Applicants - all Applicants for the current Admissions Year.
Address - all parent address records for Inquiries and Applicants.
History - prior year(s) records.
Feeder Schools
Code Files

Please include the following reports:

Student detail for at least three students.

Alumni Development top

When should the data files be created?
Data files can be transferred from your system at any time. A final transmittal report and all pending gift acknowledgments should be completed before conversion.

What Data Files are required?
Constituents - all Constituent/Donor biographical information ID, name, constituency, etc.
Address - all constituent addresses, if not part of the Constituents file.
Giving History - all gift details.
Pledges - all outstanding pledge information.
Relation - constituent relation information include constituent ID, relation type and related constituent ID.
Funds - all fund information, include fund #, name, campaign, and General Ledger Account Numbers.
Codes - all codes used in the Alumni/Development system.
Other - any other files e.g. Events, Honor Memorial, Contacts, etc.

Please include the following reports:

Constituent Detail for at least three constituents.

Constituent Giving history detail for at least three active donors.

Gift Summary report for the current year.

Outstanding pledges report.

Fund List.