Pearl: 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 don't require validation. For example, if you do not use distribution types, you may skip those steps. 

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 associated funds.
   
   

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.
    
    • Don't 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 then 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 Your Pearl ID Number

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

List Profiles with a Filter Report

1. Navigate to the Profiles page and click List in the left-side menu.
2. Click Filter.
   
   
3. Apply filters as desired to view specific profiles.

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.
   • When the migration takes place, individuals that have a DoNotMail type of Deceased in Pearl will be marked Deceased in CommunitySuite. Deceased profiles will also be marked as Do Not Mail in CommunitySuite. If you are marking individuals deceased in other ways in Pearl, they will not appear as deceased in CommunitySuite. This can be updated with a bulk update in CommunitySuite post go live.
2. Inactive - Search up to five profiles that have been given a Finished date in Pearl. Profiles with Finished dates will migrate as inactive profiles into CommunitySuite.
3. Do Not Mail, Call, or Email - Search up to five profiles that should be marked as Do Not Mail or Do Not Call/Email if tracking this in Pearl and confirm they are marked accordingly.

Profile Types

The Profile Types page includes two tables with data that migrated from your legacy system including Profile Types and Profile Fund Categories.
Profile types are tags to segment profiles into lists, these get built from your Pearl Categories. 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, you can disregard these in your validation.

Profile Types – Categories and Institution Types from Pearl

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 in the left-side menu to see the list of profiles with this Category or Institution type.
4. Confirm the list looks accurate compared to how profiles are marked in your current system.

Profile Fund Categories – Fund Roles from Pearl

Profile Fund Categories display relationships between funds and profiles, in particular, these are most important for setting up those who will receive fund statements and/or have access to the donor 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, it will not list the funds they are linked to.
4. Search up to 5 people who have complex or many fund roles in Pearl. Fund roles appear on the profile in CommunitySuite as profile fund categories. These may also be viewed from the Fund record in CommunitySuite. They will appear in the Fund Profiles table. 

Org Roles/Profile Links

Org Roles are relationships between an individual and an organization profile. Profile Links are personal links between two individual profiles. No profile link data migrates from Pearl, meaning these will be blank in your CommunitySuite site during validation.

1. Navigate to the Profiles page and click Org Roles/Profile Links in the left-side menu.
2. Click an org role ID.
   • Org roles with ID numbers 1000-1006 are defaults in CommunitySuite and will not have any profiles connected. They can be ignored for validation.
     
     
     
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.

Contact Information / Salutation and Mailing Labels

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 in CommunitySuite post go live.

1. Salutation Label - Validate if salutation fields complete or blank. If complete, confirm they reflect the salutation field in Pearl.
2. Mailing Label - This field will be blank with standard Pearl migration, and can be set in bulk with first name last name as part of the migration. You can configure mailing labels post go live with a bulk update as well.
   
   
   

Profile Types – Categories and Institution Types from Pearl

1. Confirm appropriate Profile Type codes 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.
   
   

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 and confirm all are included.  
3. 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.
   
   
4. If the organization is an accounts payable vendor, click Vendor to view the organization's vendor level of their profile. From here you can view past voucher history.
   
   

Duplicate Profiles

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
   • The following columns will be viewable:
     • Duplicate Names
     • Duplicate Emails
     • Duplicate Phones.
   • You may not have data in all three columns. Each column is its own list and there is not a relationship across the rows of each item. The name does not correspond to the email or phone on the same row.
2. Click any name in the Duplicate Names column to view the potential duplicate. The system will display two or more profiles with the same name.
   
   
   
   • You will see duplicates for people and organizations with multiple profiles in Pearl, which is to be expected. Cleanup in CommunitySuite is the recommended action. The validation should be focused on anything very unexpected. For example, having thirty profiles where you'd only expect two or three.
   • If you are not seeing duplicates that you think you should, you may have profiles in Pearl for the same person, but their name is spelled differently for each profile. These may not appear in the duplicates area unless there is also a match on an email address or a phone number.
   • You can cross reference these profiles in Pearl using the Legacy Code number on the profile.
3. Make a plan for duplicates cleanup work to do post go live. This is up to you when you wish to start this.
   • Decide internally how you need to prioritize merging profiles. For example, profiles that need to receive statements or access the donor portal and/or organizational profiles that are grantees/vendors.

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.
   • These reports 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 and 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 in CommunitySuite migrate from Program on grant records in Pearl.
    • 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 areas in CommunitySuite migrate from Project Area on grant records in Pearl.  
    • 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

No data from Pearl migrates to this area.

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. Repeat steps 7 and 8 until you have run the report for three periods and checked for accuracy.
10. If you are importing donation types, navigate to the Home page and click Donations.
    
    
    
11. Click Donation Types in the left-side menu.
12. Confirm the names of your donation types are correct. 
    • You will set default post accounts later. 

Historical Donations Video

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

1. Navigate to the Home page and click Tributes.
   
   
   
2. Click List in the left-side menu. 
3. Click a tribute ID that would likely have several gifts.
   
   
4. Review the list of tributes and associated gift records with selected tribute names.