Scope

• Extract data from the "Activity Report" object.

• Review fields on the “Activity Report” object and recommend fields to be retired/consolidated.

• Configure the “Activity” object with fields that provide business value and surface on relevant page layouts.

• Transform and map data to align with the structure of the "Activity" object.

• Load the transformed data into the "Activity" object.

• Validate and reconcile data integrity.

Project Phases

1.1 Data Extraction

• Identify and extract relevant data from the "Activity Reports" object.

• Document data relationships, dependencies, and any special considerations.

1.2 Review Existing AQ Activity Report Fields

• Identify fields on the “Activity Report” object that provide business value and will be created on the “Activity” object.

• Document Voice of the Customer from members of the Development team, Prospect Development team, and Alumni and Supporter Experience team.

• Document AQ Activity Report fields to be decommissioned.

1.3 Data Transformation and Mapping

• Develop a mapping document to align data fields from "Activity Reports" to "Activity."

• Implement necessary transformations to ensure data compatibility.

• Address any discrepancies or data quality issues during this phase.

1.4 Configuration of SF Activity Object

• Create any required fields on the Activity object

• Add the SF Activity Quick Actions and Related Lists to relevant objects such as the Account, Contact, and Opportunities

1.5 Data Loading

• Utilise Salesforce Data Loader or other appropriate tools to load transformed data into the "Activity" object.

• Monitor and troubleshoot any issues during the data loading process.

1.6 Data Validation and Reconciliation

• Implement comprehensive validation checks to ensure data accuracy.

• Reconcile data between "Activity Reports" and "Activity" to identify and resolve discrepancies.

1.7 User Acceptance Testing (UAT)

• Engage end users to validate the migrated data in a UAT environment.

• Address and resolve any feedback or issues identified during UAT.

1.8 Decommissioning of AQ Activity Report Object and Fields

• Deactivating AQ Activity Report fields as previously identified.

1.8 Deployment

• Plan and execute the deployment of the migrated data to the production environment.

• Communicate deployment schedule to all stakeholders.

Change Impact

2.1 User Training

• Develop training materials for users impacted by the data migration.

• Conduct training sessions to familiarise users with the updated processes and data structure.

2.2 Communication Plan

• Establish a communication plan to keep stakeholders informed of progress and changes.

• Address concerns and questions from end users.

3.3 KPIs for Development staff and Relationship Managers

• Document the existing usage of “Activity Reports” in KPIs for members of the Development team and for Relationship Managers in the Alumni and Supporter Engagement team.

• Recommend updates to the KPIs based on the new fields in the “Activity” object.

Risk Management

3.1 Data Loss

• Implement backup procedures to mitigate the risk of data loss during migration.

• Conduct regular checkpoints for data validation.

3.2 System Downtime

• Schedule the migration during non-peak hours to minimize impact on system availability.

• Communicate planned downtime to users in advance.

Documentation

4.1 Mapping Document

• Create and maintain a comprehensive mapping document for future reference.

4.2 Post-Migration Documentation

• Document any post-migration activities, issues, and resolutions for future troubleshooting.

Project Review

5.1 Post-Implementation Review

• Conduct a post-implementation review to gather feedback from users and identify areas for improvement.

5.2 Lessons Learned

• Document lessons learned and best practices for future data migration projects.

Communication Plan

6.1 Stakeholder Updates:

• Regularly communicate project updates to stakeholders.

• Address concerns and questions promptly.

Project Timeline

• June 2024 - Salesforce for Outlook (email integration) will be retired by Salesforce. This is the hard deadline for being migrated to Activities and a new Outlook integration product. The sooner the Activity Report migration is complete, the sooner work can begin on a new Outlook integration product.