CSDATA: Migration Validation

Validate that the Chart of Accounts from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Accounts.
   
    
2. Click List All in the left-side menu to view all open and closed accounts.
3. Review the Chart of Accounts to confirm that the accounts have the correct account type (assets are assets, etc.), account number, and account name.
   • Focus on the main types of assets, liabilities, equity, revenue, and expenses. Assigning sub-types will be covered in training.

Accounts Video

Validate that the funds from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Funds.
   
    
2. Click List All in the left-side menu to view all open and closed funds.
3. Click Export All CSV in the left-side menu to export the data into an Excel spreadsheet.
   • If desired, apply filters to the spreadsheet or utilize a pivot table to help with a faster assessment and validation of the data.
4. Confirm that the following information migrated correctly:
   1. Admin Fees are assigned to the correct fund.
   2. Distribution Types are assigned to the correct funds.
   3. Fund Group/Subgroup/Division/Segment assignments are correct. 
   4. Fund Settings of: Donor Advised (DAF), Agency, and Endowed are correct.
   5. Parent/Child Relationship of funds are correct.
   6. Principal and Spendable Balance adjustments.
5. Review that all of your open and closed funds have migrated correctly.
   • Click System Data on the Home page, and then click System Stats in the left-side menu to check the total number of funds in your site. 
      

Applicable Load Items 

The following information may contain items that do not require validation. For example, if you do not use distribution types, you may skip those steps. 

Fund Beneficiaries

1. Navigate to the Home page and click Reports.
   
    
2. Click the ID for the Fund Beneficiary Validation Report.
    
3. Review the report for accuracy.

Scholarships

1. Navigate to the Home page and click Scholarships.
   
    
2. Click Scholarships in the left-side menu.
3. Review this list to confirm that all of the scholarships have migrated into the system and are associated with the correct fund.

Admin Fees

1. Navigate to the Funds page and click Fund Fee Types in the left-side menu.
2. Click each fee type ID listed to confirm the funds that are associated.
    

Distribution Types

1. Navigate to the Funds page and click Distribution Types in the left-side menu.
2. Click each distribution type ID listed to confirm the associated funds.

Funds Video

Validate that the financials data from your current system migrated to CommunitySuite correctly.

Balance Sheet (Statement of Financial Position) 

1. Navigate to the Home page and click Financials.
   
    
2. Click Balance Sheet in the left-side menu.
3. Enter a Static Date, and then click Show Date.
   • Use the most recent closed period of data you have provided.
      
4. Review the displayed report for accuracy.
5. Click Add Filter in the left-side menu to narrow down the results as needed. This will allow you to get numbers specific to your filter criteria.
6. Confirm that all the totals are correct.
7. Run the same balance sheet for two more periods and confirm the data is correct.
   • It is recommended to check the end of period/year numbers.
8. Click Add Filter in the left-side menu.
9. Click Fund Group in the Add Financial Filter section.
   
    
10. Enter the applicable filter criteria, and then click Apply Report Filter.
    
     
11. Check the same periods as above.
    • Do not be concerned about subtotals for each fund at this point. Instead, pay attention to assets, liabilities, equity, and overall totals.

Income Statement (Statement of Activities) 

1. Navigate to the Financials page and click Income Statement in the left-side menu.
2. Enter a Static Start Date and Static End Date, and then click Show Date.
   • Use the most recent closed period of data you have provided.
     
      
3. Review the displayed report for accuracy.
4. Click Add Filter in the left-side menu to narrow down the results as needed. This will allow you to get numbers specific to your filter criteria.
5. Confirm that all the totals are correct.
6. Run the same income statement for two more periods and confirm the data is correct.
   • It is recommended to check the end of period/year numbers.
7. Click Add Filter in the left-side menu.
8. Click Fund Group in the Add Financial Filter section.
   
    
9. Enter the applicable filter criteria, and then click Apply Report Filter.
   
    
10. Check the same periods as above.
    • Do not be concerned about subtotals for each fund at this point. Instead, pay attention to assets, liabilities, equity, and overall totals.

Fund Balance Report

1. Navigate to the Financials page and click Fund Balance in the left-side menu.
2. Enter a Static Date, and then click Show Date.
   • Use the most recent closed period of data you have provided.
     
      
3. Validate that the total fund balance for each fund is correct.
   
    
4. To view a fund's details, click the fund name, and then click Balance Sheet in the left-side menu.
   • This will allow you to view the balance of a single fund for the selected period.
     
      
5. Repeat step 4 for your five largest or most active funds.
6. Check the same funds for two more periods.

General Ledger Video

The options below show how to report on/view your profiles from a high-level and will instruct you on locating specific groups/lists of profiles.

Search Profiles by Name

1. Navigate to the Home page and click Profiles.
    
2. Enter an organization name or a last name of a profile in the Search Profile field, and click the profile name from the drop-down list.
   • Some profiles may have additional information following their name in the results, encased in brackets. These indicate there are transaction histories associated with this profile.
      

Search Profiles with a Legacy ID Number

1. Navigate to the Home page and click Legacy ID Search in the left-side menu.
2. Enter an ID number from your legacy system in the Search Legacy IDs field. 
   • You may also search grant, donation, and scholarship ID numbers.
     
      

Browse Profiles

Browsing profiles is the best way to get an overall view of profiles in CommunitySuite. 

1. Navigate to the Profiles page and click Browse in the left-side menu. 
   • The following columns will be viewable:
     • Individual profiles
     • Households
     • Organization profiles
        
2. Press Ctrl + F on your keyboard to search for specific profiles on this page. 

Validation Actions

Validate that the profiles from your current system migrated to CommunitySuite correctly.

1. Deceased - Search up to five deceased profiles and confirm they are marked accordingly.
2. Do Not Mail - Search up to five profiles that should be marked as Do Not Mail and confirm they are marked accordingly.

Profile Types 

The Profile Types page includes several tables with data that migrated from your legacy system including Profile Types, Profile Fund Categories, Address Types, and Gender.

Profile types are tags to segment profiles into lists; these get built from data in your legacy system. This may include constituent codes or attributes. There are default profile types that are built into CommunitySuite and do not have any profiles tagged to them. These are profile type ID numbers 1000-1013, and you can disregard these in your validation.


 

1. Navigate to the Profiles page and click Profile Types in the left-side menu.
2. Click the Profile Type ID that you use most often or need for reporting.
    
3. Click List Profiles in the left-side menu.
4. Cross-check this list with how profiles are marked in your current system for accuracy.
5. After checking this list, navigate back to the Profile Types page, and then check the following:
   1. Address Types - Confirm the list of address types aligns with active address type codes desired to migrate.
   2. Genders - Confirm gender type categories reflect the categories in your current system.

Profile Fund Categories

Profile Fund Categories display relationships between funds and profiles, in particular, those who will receive fund statements or have access to the portal. 

1. Navigate to the Profiles page and click Profile Types in the left-side menu.
2. Click the Profile Fund Category ID.
   
    
3. Click List Profiles in the left-side menu. 
   • This is a list of profiles that have the corresponding fund association.
4. Click Filter.
   
    
5. Click Deceased in the Add Profiles Filter section.
   
    
6. Check the boxes next to Yes and No, and then click Apply List Filter.
   

Profile Links

Profile Links are personal links between two individual profiles.

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Confirm the person-to-person type categories are accurate.
   
    

Org Roles

Org Roles are relationships between an individual and an organization profile.

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click an Org Role ID.
   
    
3. Click List Profiles in the left-side menu.
4. Click profile IDs and view the relationships between profiles.
    

Review Specific Profiles

Search up to five of your most active profiles, those with the most relationships, and your largest donors. This may include profiles that are looked at frequently, complicated profiles with several relationships, or profiles with important information on them that have to be correct in the migration, and then perform the following.

Salutation and Mailing Labels

1. Review salutation and mailing labels in the Details tab. If they are complete, confirm that they reflect the salutation/label fields preferred from your current system.
   
   • Where there is more than one address, phone, or email, you will need to assign the primary addresses, phones, and emails using a bulk update tool later on in your implementation.

Gender

1. If gender is tracked in your current system, confirm that it appears on the profile in CommunitySuite.
   
    

Profile Links

1. In the Relationships tab, view any links that have migrated between this profile and another person or organization.
   
    
2. Check to see if there are any missing links.

Profile Types

1. Confirm the appropriate Profile Types are displaying on the profile.
    

Donor History

1. Click Donor to view the profile's donor level designation. From here, you can view past gift history.
   
    

Profile Notes

If notes have been configured and loaded, this may not be available with the initial outset of data.

1. Search for 5 profiles that have several notes recorded and confirm that the notes are in the Notes tab for each profile.
   
    
2. If you are missing notes from the profile, add this item to the Migration Tracker Smartsheet.

Households

1. Confirm spousal relationships have migrated into CommunitySuite as a household if you are migrating to the household structure. 
   • This may include couples that are highly active donors, fundholders, or one party in the couple is a board member. 
2. View the individual profile and click the Part Of Household link to review the household and confirm it has both spouses as members.
   
    

Organizations

Organization profiles in CommunitySuite can be private businesses, nonprofit/grantees, or accounts payable vendors.

1. Search for some of each type of organization profile with a long history with your foundation.
2. Review addresses, contacts linked with the organization, and verify the EIN number is populated.
3. Confirm there is data in the FedID field.
   • If there is a mix of "XXX"'s and numbers instead of all numbers, add this as an item to the Migration Tracker Smartsheet.
4. If the organization is a grantee, click Grantee to view the organization's grantee level of their profile. From here, you can view past grants history.
   
    
5. If the organization is an accounts payable vendor, click Vendor to view the organization's vendor level of their profile.
   
    
6. Confirm voucher history has migrated on the profile. If you do not see voucher history, add this item to the Migration Tracker Smartsheet.
    

Profiles Video

Validate that the grants from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Reports.
   
    
2. Click Default Reports in the left-side menu.
3. Click Grants (non scholarship).
   • The system pays scholarships through the mechanism of a grant. Grants will be reported as Grants (non scholarship).
     
      
4. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
5. View the report and the total grants to check for accuracy.
6. Repeat steps 3 and 4 until you have run the report for three periods and checked for accuracy. 
7. Navigate back to the Default Reports page and click Grants by Fund to run a report that will narrow the results down further.
   • This report will include scholarships.
     
      
8. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
9. View the report to check for accuracy.
10. Repeat steps 7 and 8 until you have run the report for three periods and checked for accuracy.
11. If you are using grant types, check ten large grants to verify grant type.
    • Grant types are program area codes to track grants in areas of impact. For example, grant types may include health and human services, education, or youth development. 
12. If you are using service area, check ten large grants to verify service areas or geographic segmentation.
    • Service area is a geographical coding. This is likely applicable if you code grants by in-region or out of region, by county, or other geographic tag.

Historical Grants Video

Validate that the vouchers from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Reports.
   
    
2. Click Default Reports in the left-side menu.
3. Click Vouchers by Fund.
   
    
4. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
5. View the report and the total vouchers to check for accuracy.
6. Repeat steps 3 and 4 until you have run the report for three periods and checked for accuracy.

Validate that the scholarships from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Reports.
   
    
2. Click Default Reports in the left-side menu.
3. Click Scholarships.
   
    
4. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
5. View the report and the total scholarships to check for accuracy.
6. Repeat steps 3 and 4 until you have run the report for three periods and checked for accuracy.
7. Navigate back to the Default Reports page and click Scholarships by Fund to run a report that will narrow down the results further.
   
    
8. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
9. View the report to check for accuracy.
10. Repeat steps 7 and 8 until you have run the report for three periods and checked for accuracy.
11. Review ten large scholarships to verify the Amount, Date, and Recipient fields.

Historical Scholarships Video

Validate that the donations from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Reports.
   
    
2. Click Default Reports in the left-side menu.
3. Click Donations.
   
    
4. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
5. View the report and the total donations to check for accuracy.
6. Repeat steps 3 and 4 until you have run the report for three periods and checked for accuracy.
7. Navigate back to the Default Reports page and click Donations by Fund to run a report that will narrow down the results further.
   
    
8. Select a date range using one of the following methods:
   • Enter a custom Start Date and End Date, and then click Change. 
   • Click a Common Range.
      
9. View the report to check for accuracy.
10. Repeat steps 7 and 8 until you have run the report for three periods and checked for accuracy.
11. If you are importing donation types, navigate to the Home page and click Donations.
    
     
12. Click Donation Types in the left-side menu.
13. Confirm the names of your donation types are correct. 
    • You will set default post accounts later. 

Historical Donations Video

Validate that the campaigns from your current system migrated to CommunitySuite correctly.

Campaigns is the functional area of CommunitySuite that tracks annual appeals, campaigns, and events. Only appeals and campaigns type data will migrate here, not rsvp or attendance. 

1. Navigate to the Home page and click Campaigns.
   
    
2. Click List in the left-side menu.
3. Confirm the categories accurately group the appeals and campaigns. 
4. Click the ID for five appeals or campaigns from different campaign groups.
    
5. Click the Profiles tab.
   • Invitees are profiles that have donations linked with the campaign. If you do not see invitees in the campaign, add this to the Migration Tracker Smartsheet as an issue.
     
      
6. Navigate back to the Details tab. Click Donations in the left-side menu.
   • View the list of gifts that are associated with the appeal or campaign
7. View the list of invitees for active donors.
8. Run a Donations report on the Default Reports page for a list of donations linked with campaign.
9. Validate that there are not any campaigns mis-classified, campaigns in the wrong group, any missing campaigns, or missing invitees.

Validate that the opportunities from your current system migrated to CommunitySuite correctly.

1. Navigate to the Home page and click Opportunities.
   
    
2. Click the All bucket to validate all opportunities migrated correctly.
    

Opportunity Types

1. From the Opportunities page and click List Types in the left-side menu.
2. Confirm the types listed reflect your moves management pipeline/workflow types in your current system. 
3. Confirm the stages align with what was discussed to migrate here. 
4. Review active donors' opportunities.
5. Review bequest/legacy donor opportunities.

Opportunity Status

1. Click the All Open bucket on the Opportunities page, and then click Filter.
    
2. Click Stage Name in the Filter By section.
   
    
3. Click contains, enter "Closed" in the Character Value field, and then click Apply Report Filter.
   
    
4. Confirm there are no closed opportunities appearing in the All Open bucket. 

Validate that the non-gift transactions from your current system migrated to CommunitySuite properly. 

1. Navigate to the Home page and click Donors.
   
    
2. Search for one of your donors with non-gift amounts in the Search Donors field, and then click the profile name from the drop-down list.
   
    
3. Click Customer.
   
    
4. Review invoices for the non-gift amount for any missing historical information.