CSData Migration Data Request

Provide a file that includes the information listed below for all accounts including any closed
accounts.

• Unique account number.
• Account name.
• Account type such as asset, liability, expense, etc.

Provide a file or files that includes the information listed below for all funds including any closed
funds.

• Unique fund identifier - This could be a number, a short name made of letters, or alphanumeric.
  • If you have multiple system that reference the same fund, provide either a common
    unique ID that is the same for the fund in all systems or provide the unique identifier from each system for the funds.
• Name of the fund.
• Fund group, type, or category – Pick the one that you rely on most for reporting or for
  your Giving Hub if applicable.
  • Two additional groupings may also be provided, in which case you will need to denote the most used grouping.
  • For any funds that do not have a primary grouping, a group of “No Group” will be assigned.

If you have the following information for any of your funds, provide it. It is not required for all
funds.

• Date the fund was started.
• Date the fund was closed.
• If the fund is a subfund, provide the unique identifier from item 1 of this list for the parent
  fund it is under.

Provide a file that includes the information listed below for all transactions.

• Post date.
• Unique identifier for the fund associated with the transaction.
• Unique account number associated with the transaction.
• Amount of the transactions.
• Note whether the transaction is a debit or credit.

If you have any journal reference or description information you may have for transactions, provide it. It is not required for all transactions.

The profiles should include donors, vendors, grantees, board members, fund holders, or any other
persons or entities with whom you interact. Provide a file or files of all profiles and include the information listed below for all profiles.

• Unique identifier from your system of record.
  • If you have multiple systems that reference the same profile, provide either a common
    unique ID that is the same for the profile in all systems or provide the unique identifier from each system for the profiles.
  • If there is no way to identify which profiles are the same between the systems,
    provide the profile twice with each identifier and indicate which system the record originates from.
• Indicate if the profile is an individual or an organization.
  • First name – If the profile is an individual.
  • Middle name – If the profile is an individual.
  • Last name – If the profile is an individual.
  • Organization name – If the profile is an organization.

If you have the following information for any of your profiles, include it in the file or files. It is not
required for all profiles.

• Mailing Label – What goes on the outside of an envelope for mailing to this profile.
• Salutation – What goes at the top of any communication to this profile.
• Prefix – Such as Dr., Hon., Prof. etc.
• Suffix – Such as PhD., EdD., CPA, Esq. etc.
• Indicate if the profile prefers to not receive emails.
• Indicate if the profile prefers to not receive mail.
• Indicate if the profile prefers to not receive phone calls.

Provide a file or files with the information listed below for all address information you have.

• The unique identifier for the profile which is connected to the address.
• The address lines for the address.

If you have the information listed below for any addresses, include it in the file or files. It is not required for all addresses.

• City
• State/Province/Territories
• Zipcode
• Country
• Address type – Such as “home”, “business”, etc.
  • Indicate if the address is primary. CommunitySuite can only have one primary address per profile, so if you have more than one, this may not exactly match upon migration.
  • Indicate if the address is inactive.

It is common for phone numbers and emails to be stored in the same field in many
systems. If that is the case for you, follow the guidelines for both phones and emails.
Otherwise, follow these guidelines for phones and the later guidelines for emails.
Provide a file or files with the information listed below for all phones.

• Unique identifier for the profile which is connected to the phone number.
• Phone type.
• Phone number.

If you have the following information for any phone numbers, include it in the file or files. It is not
required for all phone numbers.

• Indicate if the phone number is primary. CommunitySuite can only have one primary phone number per profile so if you have more than one this may not exactly match upon migration.

Provide a file or files with the information listed below for all emails.

• Unique identifier for the profile which is connected to the email address.
• Email address.

If you have the following information for any email addresses, include it in the file or files. It is not
required for all email addresses.

• Email type such as Business or Personal.
• Indicate if the email is primary. CommunitySuite can only have one primary email per profile, so if you have more than one, this may not match exactly upon migration.

Provide a file or files containing all donation records which include the information listed below for all donation records.

• Unique identifier for the record.
• The unique identifier for the profile which made the donation must match a profile in the profile
  file or files provided.
• The date of the donation.
• The amount of the donation.
• The unique identifier of the fund to which the donation was made must match a fund in the fund file or files provided.

If you have the following information for any of your donations, include it in the file or files. It is not required for all donations.

• Indicate if the donation was given anonymously.
• Include any description information you may track on the donation.
• Include any donation types you may track such as Wire, IRA Contribution, Paypal, Pass-Through, etc.

If you cannot create separate files for your grants and scholarships, include them in one file and follow the grant guidelines. Otherwise, create a separate file for scholarships following the scholarship guidelines. Provide a file or files containing all grant records which include the information listed below.

• Unique identifier for the grant.
• The unique identifier for the profile that received the grant must match a profile in the profiles
  file or files provided.
• The grant date.
• The total amount of the grant.
• The unique identifier for the fund that made the grant must match a fund in the fund file or files
  provided.

If you have the following information for any grants, include it in the file or files. It is not required for all grants.

• Indicate if the grant is anonymous.
• Any grant type coding you may have such as “field of interest," “DAF," etc.
• Any grant description information you may have.

Provide a file or files containing all grant payment lines which include the information listed below.

• Unique identifier for the overall grant – This must match a grant in the grant extract.
• The date the payment is or was scheduled to be paid.

If you have the following information for any grant payments, include it in the file or files. It is not
required for all payments.

• Unique identifier for the payment line – This can be assigned by Foundant's Migrations team if you do not have it.
• The amount of the payment.
• The date the payment was made.

Provide a file or files containing all awarded scholarships which include the information listed below for all scholarships.

• Unique identifier for the scholarship.
• The unique identifier for the student who received the scholarship - If you do not track scholarship students as full profiles, you can provide the school here.
• Scholarship date.

Provide a file or files for all scholarship payment lines which include the information listed below.

• Unique identifier for the overall scholarship.
• The date the payment was or is scheduled to be paid.
• The amount of the payment.

If you have the following information for any scholarship payments, include it in the files. It is not required for all payments.

• Unique identifier for the payment line – This can be assigned if you do not have it.
• Unique identifier for the school’s profile – This must match with a profile from the profiles files provided.
• Payment date – Date the payment was made.
• Cancel date – Date the payment was cancelled.