Data Migration

There are a range of Data Migration, Import and maintenance services available, for Charitylog. These services can be purchased at any time, available for new and existing systems. Please note, we do not offer a cleansing service.

• Standard Migration
• Advanced Migration
• Merging of Charitylog Systems
• Local Super Output Area Migration
• Classification Code Migration
• Bulk Organisation/Person record merge
• Branch Deletion

Standard Migration

A standard migration will import People/Organisation records into your system. You can download the migration spread sheet from the Data Migration Centre. The cost of this service is £150 (ex VAT) per spreadsheet, with no limit on the number of records you can add to the spreadsheet. The data is then reviewed by one of our migration specialists, who will then process the data. The data is always migrated to a test environment, so you can ensure that it is accurate. Once the data has been checked, your live system is backed up and the data is then migrated to the system.

Example of record types;

Clients, Donors, Funders, Organisations, Others, Professionals, Referrers, Roster Workers, Staff, Suppliers, Trustees, Volunteers and other customisable records.

Fields Included

Main Fields

Accommodation Type, Address line 1, Address line 2, Address line 3, Address line 4 (Town), Address line 5 (County), Date of Birth, Email Address (Main), Emergency Telephone No., Employed?, Ethnic Group, First Referral Date, Forename, s), Gender, Is this a GP (Doctor)?, Is this a GP Surgery?, Is this a School?, Living Arrangements, Main Disability, Main Telephone No., Marital Status, Mobile Telephone No., Name, Notes / General, Description, Postal District, Postcode, Record Type, Religious Group, Sexual Orientation, Status, Title.

Project Records

Part of the Standard Migration will allow you to add clients to a project, however this is without any contact/history Information.

Blue Links

Disabilities - You can add multiple disabilities on the spreadsheet, using the pipe symbol on the keyboard to separate each disability;

Fields Not Included

Additional Record Fields

Accounts Code, Active, Age Range, Alternative Identifier, Any Disabilities?, Blue Badge Holder?, Charitylog ID Number, Consent Given, Current School Year, DBS/PVG Certificate Number, DBS/PVG Checked?, DBS/PVG Expiry Date?, DBS/PVG Issued Date?, Deceased?, Department, Eligible For Gift Aid?, Email Address (Other), Fax/Other Telephone No., General Category of Need, GP Name, GP Surgery, ID Badge Number, Image or logo, Include in Info. Links, Induction Date, Initials, Is this an Org/Signpostee?, Job Title, Landline Telephone No., Main Language, Main Referrer/Contact, NHS Number, NI Number, PAYE Reference, Payment Method, People in Household, Person/Organisation Category, PIN (for CM System), Preferred Known As, Preferred Method of Communication, References Taken?, Registered Disabled?, Risk Assessment, Salutation, School, School Year Offset, Second Referrer/Contact, Service User Group, Social Media Link 1, Social Media Link 2, Social Media Link 3, Social Services ID No., UDPRN (Royal Mail), User Name, Usual Support Worker, UTR Number, Victim of Crime, Website.

Extension Databases

No extension databases are included.

Record Blue Links

The following blue links are not included.

Associated GP Surgeries, Associated GPs, Associated Organisations, Associated People, Audit Record, Benefits & Income, Client Assignments, Club & Clinic Attendances, Club & Clinic Membership, Contact & Consent Rules, Courses, Emergency Card, Equipment, EziTracker™ Details, Funder Details, Groups & Skills, Invoices, Job Cards (Assigned), Job Cards (Home from hospital), Job Cards (Vols), Letters & Communication, NoK & Contacts, Private Notes, Pro-Referrer User, Qualifications, Reported Disabilities, Supporting People, Uploaded Docs.

Other

Relationships and any contact/history information are not included.

Advanced Migration

An Advanced migration will import People/Organisation records into your system. You can download the migration spread sheet from the Data Migration Centre. The cost of this service is £500 (ex VAT) per spreadsheet, with no limit on the number of records you can add to the spreadsheet. The data is then reviewed by one of our migration specialists, who will then process the data. The data is always migrated to a test environment, so you can ensure that it is accurate. Once the data has been checked, your live system is backed up and the data is then migrated to the system.

Example of record types;

Clients, Donors, Funders, Organisations, Others, Professionals, Referrers, Roster Workers, Staff, Suppliers, Trustees, Volunteers and other customisable records.

Fields Included

Accommodation Type, Accounts Code, Active, Address line 1, Address line 2, Address line 3, Address line 4 (Town), Address line 5 (County), Age Range, Alternative Identifier, Any Disabilities?, Blue Badge Holder?, Consent Given, Date of Birth, DBS/PVG Certificate Number, DBS/PVG Checked?, DBS/PVG Expiry Date?, Deceased?, Department, Eligible For Gift Aid?, Email Address (Main), Email Address (Other), Emergency Telephone No., Employed?, Ethnic Group, Fax/Other Telephone No., First Referral Date, Forename(s), Gender, General Category of Need, GP Name, GP Surgery, ID Badge Number, Image or logo, Include in Info. Links, Induction Date, Initials, Is this a GP (Doctor)?, Is this a GP Surgery?, Is this a Handyperson?, Is this a School?, Is this a Young Carer?, Job Title, Landline Telephone No., Living Arrangements, Main Disability, Main Language, Main Referrer/Contact, Main Telephone No., Marital Status, Mobile Telephone No., Name, NHS Number, NI Number, Notes / General Description, PAYE Reference, Payment Method, People in Household, Person/Organisation Category, Postal District, Postcode, Preferred Known As, Preferred Method of Communication, Record Type, References Taken?, Registered Disabled?, Religious Group, Risk Assessment, Salutation, School, School Year Offset, Second Referrer/Contact, Service User Group, Sexual Orientation, Social Media Link 1, Social Media Link 2, Social Media Link 3, Social Services ID No., Status, Title, UDPRN (Royal Mail), Usual Support Worker, UTR Number, Victim of Crime, Website.

Project Records

The Advanced Migration will import clients into projects and allow you to record the following contact information;

• Project Name - The name of the Charitylog project this contact is related to.
• Contact Date - The date of the contact.
• User - Which user did this contact.
• Details of the contact - Information about the contact.
• Time Spent - How long was the contact.
• Contact Method - The Charitylog contact method used; Telephone, Home Visit etc.
• Contact Type - The Charitylog Contact Type; Direct With Client, With Representative etc.
• Type of record - If a person is more than one record type you can specify which of the types the contact is made against.
• Volunteer assigned and ID - The name and Charitylog ID # of a volunteer to be assigned.
• Template - You can specify a project template to be used.
• Stage - You can specify which stage of a project template.

Blue Links

Disabilities - You can add multiple disabilities on the spreadsheet, using the pipe symbol on the keyboard to separate each disability;

=Other Fields

Record Based Extension Databases (Excludes Referral and Clubs and Clinics_

Additional Record Fields

Charitylog ID, DBS/PVG Expiry Date, Username.

Other Fields/Data Not Included

Any referral or Clubs and Clinic extension databases, Associated GP Surgeries, Associated GPs, Associated Organisations, Associated People, Audit Record, Benefits & Income, Client Assignments, Club & Clinic Attendances, Club & Clinic Membership, Contact & Consent Rules, Courses, Disabilities, Emergency Card, Equipment, EziTracker™ Details, Funder Details, Groups & Skills, Invoices, Job Cards (Assigned), Job Cards (Home from hospital), Job Cards (Vols), Letters & Communication, NoK & Contacts, Private Notes, Pro-Referrer User, Qualifications, Reported Disabilities, Supporting People, Uploaded Docs, Relationships and any contact information.

Bespoke Migration

Charitylog offers a bespoke migration service. This migration service is tailored to your needs. One of our Data Migration specialist will look at your data structure, you will then receive an estimate on the time and costs. A bespoke service will use, where possible, parts of the Advanced Migration to reduce time and costs. Instead of filling in the Migration Spreadsheets, we will take your data set (as long as it is a standard format, MySQL, SQL, Access, excel etc) and extract the data for you.

Data can be imported into all People/Organisation records into your system. This service is entirely bespoke and is charged at £450 (ex VAT) per day.

Example of record types;

Clients, Donors, Funders, Organisations, Others, Professionals, Referrers, Roster Workers, Staff, Suppliers, Trustees, Volunteers and other customisable records.

Fields that can be Included (depending on original data structure)

Accommodation Type, Accounts Code, Active, Address line 1, Address line 2, Address line 3, Address line 4 (Town), Address line 5 (County), Age Range, Alternative Identifier, Any Disabilities?, Blue Badge Holder?, Consent Given, Date of Birth, DBS/PVG Certificate Number, DBS/PVG Checked?, DBS/PVG Expiry Date?, Deceased?, Department, Eligible For Gift Aid?, Email Address (Main), Email Address (Other), Emergency Telephone No., Employed?, Ethnic Group, Fax/Other Telephone No., First Referral Date, Forename(s), Gender, General Category of Need, GP Name, GP Surgery, ID Badge Number, Image or logo, Include in Info. Links, Induction Date, Initials, Is this a GP (Doctor)?, Is this a GP Surgery?, Is this a Handyperson?, Is this a School?, Is this a Young Carer?, Job Title, Landline Telephone No., Living Arrangements, Main Disability, Main Language, Main Referrer/Contact, Main Telephone No., Marital Status, Mobile Telephone No., Name, NHS Number, NI Number, Notes / General Description, PAYE Reference, Payment Method, People in Household, Person/Organisation Category, Postal District, Postcode, Preferred Known As, Preferred Method of Communication, Record Type, References Taken?, Registered Disabled?, Religious Group, Risk Assessment, Salutation, School, School Year Offset, Second Referrer/Contact, Service User Group, Sexual Orientation, Social Media Link 1, Social Media Link 2, Social Media Link 3, Social Services ID No., Status, Title, UDPRN (Royal Mail), Usual Support Worker, UTR Number, Victim of Crime, Website.

Project Records

The Advanced Migration will import clients into projects and allow you to record the following contact information;

• Project Name - The name of the Charitylog project this contact is related to.
• Contact Date - The date of the contact.
• User - Which user did this contact.
• Details of the contact - Information about the contact.
• Time Spent - How long was the contact.
• Contact Method - The Charitylog contact method used; Telephone, Home Visit etc.
• Contact Type - The Charitylog Contact Type; Direct With Client, With Representative etc.
• Type of record - If a person is more than one record type you can specify which of the types the contact is made against.
• Volunteer assigned and ID - The name and Charitylog ID # of a volunteer to be assigned.
• Template - You can specify a project template to be used.
• Stage - You can specify which stage of a project template.

Blue Links

Disabilities, Associated GP Surgeries, Associated GPs, Associated Organisations, Associated People, Benefits & Income, Club & Clinic Attendances, Club & Clinic Membership, Contact & Consent Rules, Courses, Disabilities, Emergency Card, Equipment, Funder Details, Groups & Skills, NoK & Contacts, Private Notes, Pro-Referrer User, Qualifications, Reported Disabilities, Supporting People, Uploaded Docs, Relationships and any contact information.

Other Fields/Data that can be Included

Extension Databases, Uploaded Documents and relationships.

Additional Record Fields

Charitylog ID

Other Fields/Data Not Included

Charitylog Letters (uploaded documents would be used)

Data Migration Comparison

Merging of Charitylog Systems

This is a bespoke service where different Charitylog Systems can be merged. For full details please contact the support team.

Local Super Output Area Migration

Many Local Authorities require Local Super Output Area Migration (LSOA) reporting. This can be a large task, populating each post code and LSOA data. We can offer an import service, all you need to do is provide the data on the LSOA spreadsheet in the Data Migration Centre and send it to support. The cost of each import is £45 (ex VAT).

Classification Code Import

Many organisations use a contact classification service. This is a set of tiered codes to represent the type of support provided. You can supply us the codes using the Spreadsheets in the Data Migration Centre and send it to support. The cost of each import is £45 (ex VAT).

Bulk Organisation/Person Record Merge

Over time you may find duplicated records, or migrated duplicated records. Simply complete the Spreadsheet in the Data Migration Centre and send it to support. The cost of each import is £45 (ex VAT).

Branch Deletion

The Branch System allows a branch system to be broken down. You can either have a single branches removed, or branches moved to their own system (purchase of a new system would be required). For full details and costings, please contact the support team.

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