ERP data migration is the process of transferring data from its original sources to the ERP system’s database. It often involves moving data from a variety of different systems, formats, and storage types into a single, common structure.
Before the adoption of ERP, some departments may use systems designed to support only their specific functions, such as standalone accounting or human resources applications, while other groups may rely on general-purpose tools such as spreadsheets. To ensure a successful data migration, businesses need to take a methodical approach, which typically includes inspecting, extracting, cleansing, and transforming the data from each of these applications before importing it into the database.
DATA MIGRATION STEPS
Step 1: List the Number of Users & Levels of Authority of the Users
The first step in initiating the data migration process into NetSuite is understanding who will be using the business management suite, and what access do they need. This forms the foundation of the entire migration process, and things simplify henceforth.
Based on the number of users, their access rights, and their rank in the organization, our migration experts will formulate a roadmap for an effective migration strategy.
Step 2: Finalizing the Data Upload Format
Once the users and their access rights have been determined, the next step is finalizing the data upload format for the migration.
The Data Upload Format will be provided by the Team and the End Users can then be able to prepare the legacy data to be uploaded. The Format for Data upload is in Excel/CSV
Generally, there are three ways of doing it:
-Select the CSV data format, and use a spreadsheet to export data into NetSuite.
-Manual data upload into NetSuite,
-Third-party tools can also be used to import data from the current system and upload it into NetSuite through Integration, provided we have Open APIs in the Legacy system which can be supported by NetSuite platform API’s.
There are no fixed rules for the same, and depending on the volume of data present, and the existing format of data, our migration experts will determine the data format for upload.
CSV format is the most common, as most of the existing data is in the spreadsheets, and it becomes seamless to use this data format. In some exceptional cases, usage of third-party tools can also be considered, in case the existing data is present in multiple file formats.
Step 3: Preparing for Import
Once the data format for migration has been finalized, we will prepare the system for data import. Now, this is certainly one of the most crucial steps, as a single error can play havoc with the entire migration plan, and disrupt the process.
Based on the best practices, NetSuite has recommended a process for seamless data import, which covers most of the business operations, and creates a solid foundation for error-free data import.
Here are the checking criteria as suggested by NetSuite for initiating data import:
-Classification of data
-Chart of Accounts
-Data related to employees
-Import of Data related to communications and activities
-Import of Data related to relationships/entities
-Finally, import of data related to ERP transaction data
It is suggested by NetSuite that the import of data based on the selected format should be carried on according to this list, and flow.
Step 4: Creating A Migration Plan
Based on the existing data, and the import flow (as highlighted above), a migration plan needs to be developed for uninterrupted and error-free data migration.
In most cases, customers’ data is first imported, followed by contact details, and finally automation of marketing. Besides, a field from the customers’ data can be treated as the primary data, which acts as a hinge to validate the rest of the data (Customer number).
Step 5: Executing the Migration Plan
And lastly, the most important part: Executing the migration plan which has been developed for the migration project.
Based on the existing data, the data format, and the migration plan, our migration experts will execute this last step, and ensure that the legacy data is optimized and re-defined as per the NetSuite requirements.
In case the CSV method has been selected, there can be two different paths for executing the Migration Plan:
Set-up → Import/Export → Import CSV File
-Saved CSV Upload (which can be used for Future Data upload by End Users)
During the execution of the migration plan, it is important to verify and re-verify a few vital entities such as fields, forms, and records for every row of data.
Besides, our migration experts will make sure that the imported CSV data is aligned with the NetSuite transaction rules, and the imported data fits in with the record types of the new system.
For example, donors, contacts, and transactions-related data are imported into the supported record types for CSV Import.
NetSuite has been designed and conceptualized in a manner that makes the entire process of data migration smooth and without any hiccups.