Data Conversion Best Practices Friday, November 20, 2009, 1:30 – 2:25p, Forest III Warren Medbury, Conversion Specialist

Data Conversions For those that are planning on converting from the Legacy Spectrum application to Spectrum NG.

Agenda How to prepare What are the phases What gets converted What is not converted and why What to do after each phase Question and Answer

How to prepare If you choose to be Hosted (CSI will host the database) –Make sure that we have the data before the set conversion date. If you choose to be Deployed (You will host the database) –Make sure that the existing server and the new servers are accessible by the Conversion Specialist.

How to prepare Ways to get the data to CSI Software: FTP Site (if your database is not too large) CD/DVD Portable Hard Drive (if very large) In all cases the database must be Archived and password protected.

How to prepare Ask questions early and often.

What are the phases Phase I – Test Conversion o All data except for credit cards and EFT information Phase II – Go Live o The setups will stay from the Phase I unless noted otherwise. o All members, Check-in, Transactions will be removed and reconverted. Phase III – Clean up and appending of data sense Go Live Conversion o All data from the Phase II will remain untouched and only new information will be pulled over. o Time for cleaning out any unwanted information.

What gets converted Chart of accounts –Groups –Department –Major Accounts –G/L Chart of Accounts Product Categories Inventory Products-This does not include count or cost Non-Inventory Products Gift Certificate (Card) Products Payment Types Membership Types Locations Workstations User Permissions [including Roles & Securities] Bank Setup Employees

What is not converted POS Setup Keys –Categories –Items –Payment Keys –Discount Keys –Tip Rates OLS Credentials Locker Setup All of Equipment Check-Out All of Facility/Event Management All League Scheduler Report Writer Reports Day Periods for Time of Day Report??? Scheduler Color Contract Setup Tejas (Food and Beverage) Setups Scheduler Availabilities

Why not? The main reason why most items are not converted is due to the advanced design of Spectrum NG.

What to do after each phase Phase I o Set up Corporate Administrators o Look at the data that was converted o Make notes of anything that seems incorrect o Setup POS Keys o Test how the system works Phase II o Begin using Spectrum NG for real data. Phase III o Run reports to validate that everything you expect is in the NG.

Question and Answer

Account Managers Eastern North America Western North America Toni Grafner x223 Randy Cruz x278

Coming Up Next… 2:30 – 3:25p –Utilizing the CSI Software API – Forest I –Adv. Trng.: Administrative Aids & Best Practices – Forest II –Relaxing with Spa Management – Forest III –Keeping Track of Your Things with Equipment Checkout – Cottonwood 3:30p –Conference Adjourns!