Secure, stress-free data migration
A common concern for advice practices when considering intelliflo office is how easy it will be to migrate vital data. Our experienced and talented data migration team makes the process as seamless and painless as possible.
Your data is safe with us
The intelliflo team has vast experience in helping practices transition from their current back-office system to intelliflo office. We understand the challenges inside out, and have the expertise to overcome them.
The data migration process
Every migration requires its own unique project plan, and is shaped by a number of variables. These include the number of services, the data to be cleansed, the resources available to you and your understanding of the system we are extracting data from.
As a general rule of thumb, the average data extract, cleanse and import can take up to two weeks to complete. Once the data migration service has been chosen and contract signed, it’s a five-step process as follows:
Extract
Data is extracted, cleansed and passed back to you for further review in a series of excel files.
Cleanse
Using the data analysis document provided by intelliflo, you are able to work on further cleansing.
Return
Once cleansed, you securely return the amended data files to us, ready to import into intelliflo office.
Sign-off
A sign off form is sent across for digital signature via DocuSign to enable you to sign off each of the data extract files.
Import
Once we receive your sign-off, the import of data begins.
Data extraction stage
Upon secure receipt of your data, we create a set of spreadsheets – typically one per service, for example ‘Clients’, ‘Plans’, ‘Tasks’ etc.
A report will accompany the data extracts that provides a thorough analysis of the quality of data, along with guidance on how to further cleanse it. While the intelliflo team will have already cleansed the data, there will still be some input required on behalf of your team.
Average turnaround for the data extract stage is two working days.
Data cleanse stage
On receipt of the data extracts and accompanying analysis, your team has the opportunity to further cleanse your data within Excel. The time required to do this will depend on multiple factors including the quality and quantity of data.
Data import stage
Once your team has cleansed the data files and returned them to us, the files are signed off and the import process is scheduled.
A typical migration can take three to five working days to complete, but will vary depending on the volume of your data and the number of services you’ve selected.
Test iteration
Some customers find that on close inspection, their data is not of the greatest quality. When choosing to implement a new solution, they use this as an opportunity to cull unwanted records and improve incomplete or inaccurate ones.
Test iterations include an extract and analysis of the data cleanse requirement in preparation for a final live extract. The test iteration report provides the opportunity to cleanse the source database, and also to anticipate resource required for cleansing at the live and final data extraction stage.
Average success rates for a data import exceed 95%.
Data migration: standard vs bespoke
intelliflo has a vast array of experience in transitioning firms to intelliflo office from a variety of different technology solutions. We already support a standard set of data migration scripts from the main back-office packages in the marketplace.
While standard services are appropriate for most practices, it’s important to ensure your data migration requirements will be met as part of these services. Should standard services not cover your requirements, bespoke data migration is also available.
Our standard service
This service ensures that a set of most commonly requested, standard data is transferred from your existing system at a fixed price.
Our bespoke service
You may have specific data migration needs that are not covered within our standard suite of services. Our experienced migration team will be more than happy to review them and provide a recommendation and bespoke quotation.
Hints and tips for a successful migration
Firstly, it’s essential that your practice has a dedicated resource available for the data migration project. They should be familiar with the data and proficient with Microsoft Excel spreadsheets.
Secondly, it’s important to have a realistic expectation of what the data migration will and won’t achieve. You need to be familiar with the selected data migration services and fields, look closely at the test iteration spreadsheets and raise questions with our team as early as possible.