Migration

The [Client] will provide all necessary data exports from [Historical Database] to Rooted for migration to [New Database].

The data which has been agreed upon and will be migrated in this process are:

Data sources limited to 2 source systems (non-system spreadsheet data equals 1 source system per 10 spreadsheet column formats)

150,000 maximum base number of contact records

Additional cost per 150,000 records above to base amount

500,000 maximum number of gift records

Additional cost per 500,000 records above base amount

Marketing Data (15 years maximum historical data)

Additional cost for 15+ years Marketing data

Designation Data (15 years maximum historical data)

Additional cost for 15+ years Designation data

Auxiliary Data (up to 25 fields/500,000 records per field)

Additional cost per 25 fields/ 500,000 records per field above base amount

Mapping

Rooted Software will schedule and lead two calls up to 60-minutes each for the purpose of:

Discovery of current data sources and data management processes

[Client] to screenshare and answer questions about the data processes

[Client] should be prepared to discuss specific data related requirements for this migration.

Rooted Software will request and obtain access to the [Client]’s data via:

Admin level front-end access to [historical database]

Database backup/full data exports of desired data

Rooted Software will map data from the existing source system(s) to [New Database]. The project technician will make independent mapping decisions based on their knowledge of [New Database] and information provided in the discovery calls. A 60-minute call will be scheduled and hosted by Rooted Software to review a list of specific data points which require feedback.

Rooted Software will manipulate legacy data to best work with [New Database] at the data technician’s discretion and with logic applicable to all similar records.

When migrating data from multiple data sources (i.e., legacy CRM and legacy email/marketing platform), a common unique identifier that exists in all legacy systems is required to prevent the creation of duplicate records. If such a unique identifier is not available, Rooted Software will attempt to join records from the legacy systems using email addresses (if available). The Data Migration Technician will not attempt to join records based on names or physical addresses.

Test Database

It is [Client]’s responsibility to provided Rooted Software with all the data points/fields by the first export of data. All instances/values of those data points should be provided in the final data export from [historical database]. Data not included will not be migrated, data not provided by [Client] will be assumed by Rooted Software as an intention to not migrate data.

Database backups/exports provided to Rooted Software should be complete and easily replicated 3 separate times. Each time provided for the release of the next database.

Rooted Software reserves the right to specify the format in which data must be submitted

Acceptable forms of data can be (but are not limited to):

SQL Backup (.bak or .sql files); Full Backup

Differential/transaction-log backups will not be accepted

CSV files

Structured spreadsheets - to be defined by project technician

Unacceptable forms of data can be (but are not limited to):

Unstructured Spreadsheets - to be defined by project technician

PDFs

Single Test Database

Rooted Software will migrate user-provided data to a single database in up to (3) migration iterations, each to be followed by a period of user QA review:

First iteration: migrate (10) contact records (selected by technician) and associated gifts

Up to (1) week will be provided to complete the QA process

Second iteration (optional): migrate (100) contact records (selected by technician) and associated gifts

Up to (1) week will be provided to complete the QA process

Third, Final iteration: migrate all final records and associated data into database

Up to (2) weeks will be provided for ‘Post Live Adjustments’, to complete a review of the final database

QA Process

QA review periods will include the following:

Rooted Software will perform a “spot” QA check prior to releasing any database to check for discrepancies in the test database. An overview of the import will be provided to the client, highlighting data issues that may have required omission and [client]’s attention to correct for a subsequent test/live release.

Up to one week of time for client to review data migration and submit direct feedback to Rooted Software via an Online Form for each test iteration.

It is the responsibility of [Client] to review their test database thoroughly and bring any errors or desired changes to the attention of their project technicians. Rooted Software will not be responsible for errors and desired changes that are not raised during QA testing.

Client team should expect to take several hours to carefully review migrated data for accuracy and usability (i.e., "Did the right data migrate to the right place?")

Rooted Software will schedule and host QA Review Calls with client to discuss QA submissions and necessary corrections per test database or iteration.

GAP Data

Rooted Software will coordinate with [Client] as the projected Go-Live date approaches to determine a “cut-off” date when the project technician will arrange for the final data export from [historical database]. Any data entered or updated in the [historical database] after this cut-off date will not be reflected in the live instance, this data is referred to as “GAP Data”.

Rooted Software will advise on the best practice for exporting gift and contact data and utilizing the [new database]’s offline gift and contact import process to import in your GAP data. The import of the GAP data will be the [client]’s responsibility and limited to standard (daily) import processes.

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Implementation

User Training

Rooted Software will provide the following (2) 1-hour training sessions for [Client] team-members and provide meeting recordings for client's future use:

Training Session 1: [New System] Basics

Topics to include: Initial setup, User invites, Permissions, and General Navigation

Training Session 2: Queries & Reporting

Topics to include: General usage of Query tool and Reporting tool

Additional training available for additional cost based on [Client] needs

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Ongoing Monthly Support

Rooted Software will provide ongoing support for [Client] in the following systems: [new database], [other systems]. Rooted Software will assist with the setup of receipts (max 1 per month), reports (max 1 per month), automations (max 1 per month), and integration configuration (for existing integrations only)

Support needs will be established and prioritized by collaboration between Rooted Software and [Client] on a monthly basis

Rooted Software will follow-up on email requests within 1-2 business days of receiving them

Monthly support limit: 4-hours total per month (This includes Monthly consultation calls at client’s discretion)

[Client] can request up to 6, 1-hour consulting calls, as needed, in addition to the monthly scheduled calls. (Rooted may require up to one week to accommodate)

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Additional Services (at additional cost-estimate based on request)

Advanced Data Restructuring-Sometimes field to field mapping can’t achieve the desired result or major changes or cleanup are desired when entering a new system. Rooted Software can help with determine the best way to accomplish this and work with you to utilize this season of change to re-structure some of your data.

Custom summarization and mapping of existing data

Custom logic application for data mapping

Splitting data elements into multiple fields/areas

Complete remapping of data structures i.e. Marketing, Designations, Custom Elements, Householding

Advanced Data Cleanup (combining records based on email addresses across systems is included based on feasibility)

Deduplication of Contacts based on custom logic (street address, phone, name fields, other) using with a client review process to verify logic and decisions before implementing.

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Project Administration

Rooted Software will setup internal resources for task and budget tracking and share with client for visibility and collaboration

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Exclusions

The following services are considered out-of-scope under this agreement unless otherwise agreed upon:

Migration of data which cannot be exported in records (such as file attachments, reports and queries, and email analytics)

Manipulation of legacy data in any way that cannot be applied globally to similar records or risks data integrity

Major structural changes to data (including householding, record exclusion, or creation of new objects that do not exist in the legacy system)

Automations outside of listed systems

Receipting outside of listed systems

Reports and Queries outside of the capabilities of listed systems

Custom reports from a third-party system

Scoping, implementation, or support for custom and/or third-party system integrations

Corrections or changes to final database that were not included in the QA cycle feedback

BI report building and consultation (unless otherwise stipulated)

Meetings outside of detailed project meeting sequence and consulting hours.

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Scope - Tier 2-Implementation Retainer (12 months)