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The CRM Data Migration Process


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A clean and organized book-of-business can help you do what you do best: sell, better!

Published in: Software, Technology, Business
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The CRM Data Migration Process

  1. 1. Let’s talk about your data
  2. 2. There are many sources of data...
  3. 3. And many types of data to import. Client Data Agent Data Policy Data Carrier Data Documents
  4. 4. Are there gaps in your data? Client Data ● Names, phone numbers, addresses, SSN’s, email & client type ● Lead sources & dates Policy Data ● Policy numbers ● Effective, renewal, & term dates ● Policy types ● Premium amount
  5. 5. Are there gaps in your data? Agent Data ● Names, phone numbers, addresses, SSN’s, email & client type ● Contracts, licenses & E&O information Carrier Data ● Contact information ● Forms, products, website information
  6. 6. There are a few things to think about...
  7. 7. Will your data “fit” in the new system? Fields you’re currently tracking might not be available in the new system Are custom fields available?
  8. 8. Will there be formatting issues? Dates not in “date” format Numbers not in “numeric” format
  9. 9. Garbage In, Garbage Out (GIGO) “Garbage in, garbage out (GIGO) in the field of computer science or information and communications technology refers to the fact that computers, since they operate by logical processes, will unquestioningly process unintended, even nonsensical, input data ("garbage in") and produce undesired, often nonsensical, output ("garbage out").” - Wikipedia In other words, you get out what you put in. Clean, organized data will result in clean, organized output.
  10. 10. So, how should you clean your data?
  11. 11. Reorganize & Delete Staging database ○ De-Dup ○ Reformat: dates, SSN’s, names Delete unnecessary data ○ Old entries ○ “Garbage” data Clean book-of-business = better customer support = happy customers!
  12. 12. This process won’t be flawless A “quick-and-dirty” approach to data migration will result in an unorganized CRM system. Not all legacy data will make it to the new system - and that’s OK! A strategic approach is recommended: ○ Choose what gets left out ○ Cut down on errors
  13. 13. Change is unavoidable
  14. 14. During migration...
  15. 15. Test & Retest Perform a trial run with the final spreadsheet Involve actual users in testing the trial run - have them look at the data to be sure everything looks O.K.
  16. 16. Things to consider...
  17. 17. Ask Vendors Cost for imports ○ Would it be easier to have vendor do it for you for a charge? Timing ○ How long will it take for your data to be imported? Format ○ What type of file does the vendor need? Templates ○ Can the vendor provide you with what a “final” file should look like?
  18. 18. Sample Data Format
  19. 19. So, how does it work?
  20. 20. “We know our software. You know your data.” 1. Stop making changes in your old systems while the data is imported to the new system 2. Clean up your data as much as possible - we can help! 3. After import, check the AMS to be sure everything looks as it should - we can also help with errors!
  21. 21. Have any questions or want to know more?
  22. 22. 866-338-7075 Contact Us