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AQ Activity Report Migration Project Plan
- Liz Enright
- sankar.murugan
Overview |
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Migrate data from the existing Salesforce object "Activity Reports" to the "Activity" object to align with Salesforce best practices and prepare for a new Outlook integration. |
Table of Contents |
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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.