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Data Archaeology Leads to Smart Conversion Decisions

ROI Solutions | Data Archaeology Leads to Smart Conversion Decisions

At ROI Solutions, we don’t just specialize in data analysis and transformational conversions- we redefine them with our unique approach. Like archaeological digs, our method uncovers the migration of business processes, the impact of staffing changes, remnants of past conversions, and often, data in unexpected places over time. Our team’s unwavering dedication to this work is evident as we guide clients through intricate data architecture and conversion decisions, instilling confidence in the process and the outcomes. We aim to make data actionable. 

During a recent conversion from Salesforce, our Professional Services team was fully immersed in the meticulous data mapping process. We painstakingly completed all basic contact information and were wrapping up source codes, premiums, custom account premium tables, and transactions. As we delved into the many layers of pledges, we also meticulously explored the “extra tables” that are often left untouched for various reasons. This level of detail in our analysis is crucial to ensuring that only meaningful data is converted, reflecting our commitment to quality over a “lift and shift” mentality.  

Enter the “Task Table,” a complex puzzle that required us to work closely with the client to determine what data should be retained and where it should be placed in Revolution CRM. We began by reviewing the data available in all the fields, excluding dates and free text. This left us with limited information, as most code-type fields were never or sparsely populated. We presented this information to the client’s primary project team, but they were uncertain about the table’s usage and the origin of the data across the organization.  

Through additional research, the client’s Membership team realized that the tasks associated with member service cases were stored in this table. After determining how to identify those tasks consistently, we transformed them into Constituent Care activities in Revolution CRM and linked them to the original case.  

The remaining tasks posed a challenge, with 80% seemingly unrelated to any table, making it difficult to pinpoint their origin within the database. The lack of population from other code fields meant we needed to look to the creator and owner fields to analyze by process/user. This revealed many system-generated tasks without long-term value, allowing us to discard this incidental data. This demonstration of our team’s problem-solving skills reassured the client of our ability to handle even the most complex data challenges, instilling confidence in our capabilities. 

After re-loading the data, our teams discovered that many major donor accounts did not have as many research notes on the account in Revolution CRM as they did in Salesforce. We then traced back and discovered the Task Relation table, which was previously unidentified. This table holds fields for a relation type and the ID of the related account. It was used when multiple people received similar major gift correspondence, which might be an invitation for an event or a follow-up after an event. This was tens of thousands of tasks. As a result, we remapped this part of the data to ensure we would capture these important engagement artifacts. This adaptability is a crucial strength of our team, ensuring we can handle any unexpected situation during the implementation process. 

Through iteration, it took several weeks to resolve what began as a “straightforward” decision about converting the entirety of the Task Table. We eliminated unneeded data and refined a curated selection of actionable tasks, comments, and research notes for conversion to the proper location for the best user experience. Our passion for thorough data analysis and executing conversions that make a difference is our guiding light through tedious data excavation. 

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