Quick and Successful Implementation: Simplifying the Data Conversion Process

Data conversion preparation is a key to a painless implementation process

When implementing a new ERP, you’ve got a lot on your mind. How will you afford this new ERP? How will you change current workflows to accommodate the daily use of this ERP? How do you quickly integrate the ERP while still working 10 hours a day to run your shop?

Making your data conversion process as simple as possible

While it may take a few hours of work on the front end, understanding your vendor’s requirements for data conversion is essential. Whether switching from QuickBooks or another ERP system, preparation is critical to success.

Find your options. Is there an “extract data” option on your current software, or can your current provider help you extract this data? Both these options will save you time and get your data in a state that will make it easier for the vendor.

At the same time, ask your current ERP vendor what they expect. What does their data conversion template accept? What fields are required, and what are the character limits per field? Perhaps with a few Excel tricks, you can convert your historical data to the needed format for the new ERP. However, you may also need to change around some of your current setup to fit into your new ERP.

Evaluate your current data

Do you need all of your historical data? Do you need to import the list of vendors and customers you no longer work with? If your historical data was not as accurate or irrelevant, do you need to convert it? Keep in mind that importing large amounts of data can be expensive.

Be sure to ask your new vendor how long the data conversion process usually takes for a similar ERP. If your vendor is experienced, they’ve probably converted many customers before you and can set proper expectations. Once you understand what is possible, and predict the time you need to spend on data conversion, it’s time to plan your project. Job shops have fluctuating schedules. Try to block out one or two hours a day, at least initially, to ensure you are not the one stalling the project.

If your new vendor doesn’t accept your old data, another option is to keep your historical data in your existing ERP. Perhaps keep one license to look up jobs or order information. You may only need to keep this until you close your existing open orders.

By planning your data conversion process and importing what you need, you can make implementation smoother for you and your vendor. Together, you can get the correct, clean data to keep you up and running in record time. Preparing is vital to save both time and money.

Data Conversion and JobBOSS²

The implementation team for JobBOSS² has seen over 5,000 customers up and running in a timely manner. Open orders and AP all have pre-existing templates. The customers who quickly send over the right information in a clear format tend to get through implementation smoothly. We’ve got a team of experts with over 30 years of experience to help ensure your success.

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