Replacing an association management system (AMS) is no small feat. From evaluating software options to customizing features and training staff, the process is complex. However, amid all the moving parts, data migration—the process of transferring your organization’s data from the old AMS to the new one—should be at the top of your priority list. Here’s why:
Your Data Is the Foundation of Your Operations
Your organization relies on its data to make informed decisions, engage members, track finances, and run events. Whether it’s member profiles, transaction histories, or engagement metrics, accurate and complete data is essential to ensuring the continuity of these operations. Poor data migration can lead to errors, inconsistencies, and missing information, which can disrupt your workflows and diminish the trust your members have in your services.
Data Migration Is Complex and Time-Consuming
Unlike customizing workflows or setting up integrations, data migration involves multiple steps: assessing data quality, cleaning up duplicate or outdated records, mapping data fields from the old system to the new one, and testing for accuracy. Neglecting to allocate sufficient time and resources to this process can cause delays and additional costs down the line. By prioritizing migration early, your organization can address potential challenges before they snowball.
Clean Data Improves User Adoption
A new AMS is only as good as the data it holds. If users encounter inconsistent, incomplete, or irrelevant data in the new system, they’re less likely to adopt it fully. Ensuring clean and reliable data during migration can foster user confidence and lead to higher adoption rates among staff, board members, and volunteers.
Ensures Seamless Member Experience
Your members interact with your organization through various touchpoints, from event registrations to membership renewals. If data migration is poorly executed, members may face errors like incorrect billing, outdated profiles, or missing event records. Prioritizing data migration helps ensure a seamless member experience, maintaining their trust and engagement.
Facilitates Accurate Reporting and Insights
Accurate reporting is critical to making informed decisions and demonstrating value to your members and stakeholders. If the data migration process isn’t prioritized, you risk having incomplete or inaccurate reports that could mislead decision-makers or weaken your case for funding, sponsorship, or member retention efforts.
Prevents Unexpected Costs Post-Implementation
Data migration errors can be costly to fix once your new AMS is live. From additional consulting fees to extended timelines for staff training and adoption, these issues can drain resources and overshadow the benefits of the new system. By addressing data migration as a priority, you mitigate the risk of unplanned expenses and ensure a smoother transition.
Best Practices for Prioritizing Data Migration
- Conduct a Data Audit: Before migration, evaluate your current data for accuracy, relevance, and completeness. Identify and resolve duplicates, inconsistencies, and outdated records.
- Involve Key Stakeholders: Collaborate with department heads, IT teams, and AMS vendors to define migration requirements and goals.
- Test Early and Often: Perform test migrations to identify and fix any issues before the final transfer.
- Document Data Mapping: Clearly document how data fields in the old system map to fields in the new AMS to ensure nothing gets lost in translation.
- Plan for Continuous Improvement: Post-migration, establish ongoing data governance practices to maintain the integrity and accuracy of your records.
While it’s easy to get caught up in the exciting features and benefits of a new AMS, data migration should never be an afterthought. By prioritizing this critical step, your organization lays the groundwork for a successful transition, uninterrupted operations, and long-term growth. A well-executed data migration ensures that your new AMS starts strong, empowering your team to deliver exceptional value to your members from day one.
About Us – Systems Rewired
At Systems Rewired, we are a dedicated Salesforce consulting company specializing in providing tailored solutions for associations and nonprofits. Our expertise spans implementation services, managed services, staff augmentation, and rescue projects for failed implementations. With a deep understanding of the Salesforce platform and association space, we offer comprehensive data migration services to ensure your transition to a new system is seamless and efficient. Whether you need assistance with standard administration or complex system overhauls, Systems Rewired is here to help you unlock the full potential of Salesforce.