Wisenet Data Imports are designed to assist with a smooth transition to Wisenet from another system and to complement your Onboarding process with Wisenet.
Complications can arise if due diligence is not used to follow or, to understand our capabilities and 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
1. Data Import Types
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.
Supplied Data Requirements
Wisenet is able to import varying data formats. It is important however that the data is well structured and NOT just reports without relational identifiers needed for adequately linking record relationships eg. A Course Enrolment to a Learner and a Course.
A reputable vendor will supply you with a full backup of your data. This is supplied as:
- An actual backup file eg. BAK or MDB files
- Or a set of structured CSV files that mimic the database structure
If you are not able to obtain a structured set of data. Then you may be able to obtain a report from your old system that matches our Wisenet Import Template
Can you import from NAT Files?
We do not import from NAT files as they are a very limited view of learner enrolment data and are usually for specific time periods. We have instead invested in a more comprehensive import process that can work with more complete and robust data sources.
1.1
Standard Import
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
1.2
Custom Import
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
1.3
Template Import
A Template Import is when you complete a Wisenet Template for your data to be imported from.
Click on image to enlarge
2. The Data Import Process
This outlines each step and responsibilities for each stage.
2.1
Pre-Import
2.1.1 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
2.1.2 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.
2.1.3 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
2.1.4 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.
2.2
During Import
2.2.1 Provide your Data
Depending on the type of Import your are using you will still need to provide us a copy of your Data.
- Template Import: complete as many fields as possible and send across
- Custom and Standard Import: a dropbox folder will be created for you to access
2.2.2 Trial Import
Wisenet will use the provided data to conduct a trial import into a separate Testing Environment. This allows us to rehearse the import process to ensure the final import is smooth.
- You can continue to use and setup your Live Account
- You will be sent a Wisenet Invitation to acess the separate Testing Environment
2.2.3 Testing Trial Import
At this stage the trial import will have been completed on your Testing Environment.
Wisenet will perform a review before contacting you regarding any found issues.
Your Data Import Specialist will then be required to Review the Trial Import in your Testing Environment.
This review, resolve, reimport process will repeat 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!
2.2.4 Final Sign Off and Go Live Date
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 Sign Off a Go-Live Date will be set by the customer. The following steps will occur on the Go-Live Date:
- Customer will stop using the old system (database)
- Customer will send through the final data to Wisenet using the same process used in Trial Import
- Wisenet will lock access to Wisenet Live Account
- Wisenet will begin final data import into Live Account and complete internal review
- Wisenet will enable access to Wisenet Live Account
- Customer can review import
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
2.3
Post Import
2.3.1 GO LIVE!
Congratulations your data has now been imported into your Live Wisenet Account!
2.3.2 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.
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.
2.4
Finalise
2.4.1 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.
2.4.2 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.