Loading...

Wisenet Data Imports

Background

Wisenet Data Imports are designed to assist a smooth transition to Wisenet from another system. 

Data imports are designed to complement your Onboarding process with Wisenet, complications can arise if due diligence is not used to follow or understand our capabilities or procedures. Please take a moment to read and understand this information.

Purpose

To establish clear expectations regarding the Data Import process and how it works as part of your Onboarding. Through this we can:

  • Commit to Go-Live date / Meet deadlines
  • Data parallel with training
  • Meet deadlines
  • Clear roles and responsibilities
  • Reduces stress
  • Early identification of potential problems

Top Tips for Smooth Data Import

  • Read and understand the information below
  • You have the right person for checking your data
  • If you rely on funding- consider reporting through your current system until all errors are fixed Post Import
  • Learn how to use Wisenet through your Training
  • Tell us about your internal dates and deadlines
  • Notify us early of any problems
  • Commit to deadlines

Data Import Timelines

Wisenet completes data migration services concurrently with your Onboarding plan. If all procedures are followed correctly as outlined you can expect to have your data fully imported into your live database at the Go Live date.

A Standard Import is when we already have a built routine for a database

The time frames for each import depend on a variety of factors.

Click on image to enlarge

A Custom Import is when we need to create and build a routine for a database.

The time frames for each import depend on a variety of factors.

Click on image to enlarge

A Template Import is when you complete a Wisenet Template for your data to be imported from.

Template Imports

Click on image to enlarge

3 Stage of The Data Import Process

Please read each part to check your responsibilities and what happens at each stage.

  Who is your Internal Data Specialist and what do they do?

This person within your organisation:

  • Checks and verifies that all data is correct
  • Confident using your current system; usually a Compliance Manager or Administration Manager. Most likely sent reports in previous system
  • Not necessarily an IT person but someone familiar with fields and reporting
  • Committed to your set Go Live date
  • Available for several hours a week responding to the requirements of import 

  Send us some samples

In order to understand your data more clearly we ask that you send through:

  • a clean set of NAT Files
  • a sample of your data

Although, it may not be possible to send through sample data for early testing not seeing your data may impact time frames and your Go Live date.

  What Fields will be imported?

Depending on your type of import and current system a list of fields will be given to you.

Here you will:

  • View what fields will be imported
  • Identify any additional fields that you want to be imported

  Agree on Imported Fields

After we have identified what Fields are to be brought across your Wisenet Data Specialist will send through a Confirmation of Scope.

Note

Any changes to this Scope during your Import may result in delays.

Wisenet will try their best to import every agreed field from one system to another however, this can sometimes not be achieved. Additional modifications may be required from you Post Import.

  Give us your Data

Depending on the type of Import your are using you will still need to give us a copy of your Data.

  • Template Import: complete as many fields as possible and send across
  • Custom and Standard Import: a dropbox folder is created for you to access

  Testing

At this stage you will have a ‘Testing Environment’. Wisenet Data Specialist will perform internal tests to see errors. They will then contact you regarding this and seek explanation.

Your Data Import Specialist will then need to check data in your Test Environment.  This will likely involve a number of Test Imports until problems are resolved.

How to Check your Data Import

Wisenet Testing and Your Testing goes back and forth until errors are rectified.

It is vital that testing is done properly as inadequate testing can lead to major disruptions and risk to your Live data.

It is your exclusive responsibility to check the data import to ensure your satisfaction prior to Go-Live.  On your approval, Wisenet will Go Live, and there can be no more data imports or further modifications to the migration.  Check your data carefully!

  Final Sign Off

Once there is confirmation of data a Final Sign Off is required before we can Import your data into your Live site. Unless this is confirmed we will not import.

After this Sign Off no more data will be imported. 

Stop entering information into Old Database

Causes for Delays During Import

  • Response times/communication
  • Incorrect or incomplete data being supplied
  • Not notifying Wisenet of any potential issue that may affect Go Live eg. internal calendar deadlines, reporting periods etc.
  • Not having the correct person as your Data Specialist
  • Additional fields being added after agreed Scope

  GO LIVE!

Congratulations your data has now been imported into your Live Wisenet Account!

  Testing and Checking

Once the final data has been imported there will still need to be checks conducted. The data imported will not be 100%correct usually this is a result of data quality.   Some time will need to be taken to clean up the data and identify any errors.

It is important to check your data soon after Go Live to try and resolve any errors quickly. We do guarantee that all data within scope will be imported correctly without errors.

How to Check Import

Here you will need to inform your Wisenet Data Specialist of any errors.

Do you need to Report to the Government?

Depending on your deadlines and timeframes it is sometimes recommended to perform any last reporting requirements in your old system prior to Final Import.

  Training

You are now ready to continue or begin your training. The team at Wisenet from our customer support team, to our trainers and our product team are here to guide you along your journey.

  Turn Off Test

If you have finished using your Test Environment we recommend that you remove all User Access. This will avoid confusion.

You will need to Disable all access for each User. Please see these instructions How to Disable a User 

Once you have done this please inform us and we can then completely remove Test Access.

Important

Database versions and customer use vary from organisation to organisation. Due to these specifications and unique applications some customisation may be required. It is therefore, difficult for Wisenet to sometimes commit to timelines and recommendations until Data migration has commenced.

Wisenet will try our best to import every agreed field from one system to another however, this can sometimes not be achieved. Additional modifications may be required Post Import. While we try our best it is not practical to import every single field from one system to another. We focus primarily on ensuring that the core Student, Course Enrolment and Unit Enrolment data is imported to enable government reporting to continue.

Was this Resource helpful?