Logos II to ParishSOFT Family Suite Pre-Conversion Tasks
In preparation for conversion from Logos II to ParishSOFT Family Suite there are a few things to consider. The completeness of your existing data will affect the accuracy of your converted data, therefore ParishSOFT recommends that you:
STEP #1. Make sure that all members have a Gender recorded. To find a list of individuals without a Gender you should run a Selected List report with the Search Criteria of Gender Is Blank. This will give you a list of the individuals without genders that you should review to make the appropriate changes.
STEP #2. Next you should check that all married couples have the same marital status. Sometimes as changes are made due to marriage, divorce or death of a spouse couples end up with different statuses. This is not something that is easy to search on, so the best way to fix this is to do a Quick Update using search criteria. The following Search Criteria will give you all families listed as Joint donors. In most cases these individuals should have a Marital Status of M”
After you enter the search criteria and click Next two (2) times you will be at the screen where you select the fields that you would like to change. You will go down to Marital Status and check the box to the left and select the value “M” or the value that equates to “Married” in your data. You will then hit Next five (5) more times until you see the option to select “Process”. When you press Process the system will change the Marital Status of all the selected couples to “Married”.
If there are adult children within their parent’s records and they have marriage information, they will be married to their parent of the opposite gender due to “couples” marriage records. To avoid this incorrect mapping of marriage records, remove the marriage record from the child or move the adult children to their own family in your current software before the conversion. If this is not an option, please note on checklist to remove marriage information for children. We will not do this automatically. ParishSOFT Family Suite uses the following for Marital Status:
STEP #3. Member Status –– If your current system has more status categories than ParishSOFT Family Suite they can be converted as Member Work Groups, however, we will still need to know how to categorize your members into one of the Connect Now Statuses.
STEP #4. Envelopes - If your current system uses a secondary field to indicate who receives envelopes please be sure that this information up to date and identify the field on your Conversion checklist. If no such field is used in your current software, please be aware that all families/members with an envelope number who are Active will be marked to Send Contribution Envelopes in ParishSOFT Family Suite and those Not Active marked Not to Send Envelopes.
STEP #5. The next step is to find the answers to the questions on the Data Conversion Checklist. The questions that most people have the hardest time answering are the following:
- How many Registered Families?
- How do you get this number?
- How many Un-Registered Families?
- How do you get this number?
The easiest way to answer these questions is to run the Family Statistics report under Other Reports on the People ribbon.
Running the Family Statistic report without selecting any options will give you a total of all your families. If you have Flagged Records you can easily exclude them by checking the Exclude Flagged Persons.
Next you will run the same report but this time clicking the “Use Search Criteria” checkbox. This will allow you to enter criteria to identify the Status Codes that you associate with “Registered Members” those members who are within your parish boundaries. For instance in this case the search criteria would be Status Code equal to “M” for Member.
If you have more than one status for “Registered Members then you will repeat the following Search Criteria for all the applicable status codes. If you need to include more than one Status Code you will need to add the “Or” option between the different Status Codes to successfully use the Search Criteria. Below is a screen shot of what the Search Criteria tab would look like when you are finished.
To add the “OR” you will click on the first item in the list and then click the “Or” button at the bottom of the screen. The report below shows you that you have 75 families that are “Registered”. You can subtract this total from the total of all families to determine your “Un-Registered families.
The Status Codes you selected to determine your “Registered Members” is the answer to the question how do you get this number? So in the example above the answer would be those families with a status code of “M” for Members and the number of families would be 75.
The answer to how do you get this number for Un-Registered Families, is all other Status Codes except “M” for Member in this example. So by taking the total from the Family Statistic Report without any search criteria that shows the total number of all families, less those identified as Members. So in this example the answer would be all families that do not have a status code of “M” and the number would be (120 – 75) or 45 families.
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