360 Dot Net Ltd Turnkey delivery of 360 Implementation and data migration pattern businesses moving to 360 Mark Dryden Friday, 28 th April 2017
Introduction This document is intended for businesses looking to move their CRM and sourcing solution to 360. It details the steps followed by our on-boarding team and provides an explanation of how 360 can migrate your existing CRM / customer data into 360 Lifecycle. With experience of importing data and documents from a wide and diverse set of systems and formats, 360 can ensure that your existing data can continue to deliver value through repeat business and continuing product reviews. Implementation process With over 5,000 advisers across two different networks and DA sector, 360 has considerable expertise in transitioning organisations to 360 s practice management CRM and integrated FactFind with minimum operational disruption. 360 s turnkey delivery involves a number of steps that will guarantee a successful transition and delivery: Step Action Typical time 1 360 Account Manager assigned 2 Contract signed and return 3 Data import kick-off meeting (arranged between the Account Manager and Client) 4 Top-level milestones defined for data imports, training and go-live. (agreed between Client and Account Manager) Day 1 Day 5 5 Data migration Client Acceptance Day 10 6 Training materials delivered and identification of Client champion(s) Day 11 7 Data migration sign-off and transition Day 15 8 Client training Day 20 9 Client go-live Day Please note that the above typical times are indicative only and can be accelerated quite significantly dependent on the client s needs and complexity of the source data. The assigned account manager can discuss individual timescales and ensure a prompt and seamless delivery of 360 Lifecycle. Data migration process 360 DotNet offers a data migration service to import client data, policy data, documents and other ancillary information into the 360 Practice Management CRM at the flat fee of 750 per organisation (ex VAT). 360 DotNet has considerable experience importing from competitor products, reusing the same data migration routines employed previously 1. To date, 360 DotNet has imported over 1 This assumes that the previous system provider passes across the data to 360 DotNet in the same format used in previous imports. 1
250,000 cases, representing 420,000 clients with 730,000 policies and over 3TB of documents and other supporting files. In the exceptional circumstance 360 does not have an existing import routine for the data provided (e.g. data is provided from a bespoke system or the client uses less structured data collection process), 360 will review the complexity and scale of the import and feedback expectations and costs, if applicable 2. Our review process is outlined below: 360 data migration review process Landscape analysis and data assessment Involves the discovery, review and documentation of all applicable legacy data stores and will include analysis in terms of key dependencies, linkages and data quality. The findings will determine the how data will map across into 360 software and provide some initial findings on the quality of the source data. The findings will be presented to all relevant key stakeholders where your account manager can define the size, scope and lifecycle of the custom migration. Gap analysis and mapping In many cases, a review of the source data reveals missing / crucial gaps that the business may feel is critical to address during the data migration. In some cases, this might involve the inclusion of additional datasets that may need aggregating into the 360 CRM. Migration design, development & execution The 360 Development and QA department employs an Agile Scrum methodology that allows it to quickly incorporate and react to stakeholder feedback throughout the migration phase. Agile allows 360 to address the needs of all stakeholders ensuring that the process is visible and transparent to all parties. User acceptance testing 360 s Agile process ensures that explicit requirements are developed and tested to the Acceptance Criteria defined by the Client. However, it is through UAT (User Acceptance Testing) environments that the Client gets full access to the migrated data and can feedback to the Account Manager on the success of the migration. Dependant on the size of the data source, this may only involve a sample of the data source before a full-scale migration is executed. Delivery Prior to the final data migration, it would be necessary for the UAT environment and data to be signed off by all applicable 360 and Client stakeholders. Once received, the account manager will provide appropriate timelines for the scheduling and import of Client data into 360 s live environment. From here, preparations will be made for Client / User training and determining an exact go-live data. Data expectations Many of 360 s core processes rely on specific mandatory data for the execution of automated reviews, marketing capabilities and other features. The following lists the minimum field values that enables these features. 2 Bespoke system or non-competitor data sources will likely incur some bespoke development cost, starting at the discounted rate of 600+VAT per developer day. 2
Client data Title First name Surname Date of Birth Smoker? (Yes / No) Occupation Employment status Home telephone Work telephone Mobile number Email Correspondence address Mortgage policy data Lender Scheme (e.g. Fixed, Standard Rate, etc.) Policy / reference number Rate Mortgage address Mortgage type Mortgage term Monthly payment Loan amount Property price Deal / Penalty end date (optional but relevant to automated reviews) Life policy data Term Cover amount Income protection data Term Benefit 3
Start date Buildings and content policy data Accepted file formats for documents CSV DOC HTML PDF PNG PSD RAR ZIP JPG PPT XLS BMP Client only data migration 360 Lifecycle provides the capability for organisations to import leads directly, creating an appropriate case record, client record and opportunity. In some cases, this can be used as a simplistic method of importing data, albeit without policy data, notes and files. Bespoke development 360 is a Microsoft Silver Partner specialising in Cloud Development and is one of the early adopters of Microsoft Azure platform. Our development approach allows us to work with clients to incorporate bespoke features into 360 as either isolated or shared functions into the 360 CRM. In addition, with a strong pedigree of developing abstract and modular APIs, we are often able to reuse previously developed functionality for new and unique requirements. For more details, please speak to your account manager or our sales department. 4