Challenges
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- Landcare needed to migrate legacy data from 22 different source systems.
- Legacy data needed to be cleaned, de-duplicated and transformed before it could be loaded into the new CRM system (Salesforce)
- Contact data was stored in Outlook, Microsoft Dynamics, Mailchimp, MYOB, PDFs, email lists and many and varied Excel workbooks
- Control of contacts was vital so a single system was needed
- Consolidation and migration of contact information was extremely complex and corporates were unable to handle the complexity
Solution
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- Commenced with analysis of each of the 22 data sources, first assessing the size and complexity of the effort to cleanse the data.
- For each data source we collated the fields present, which fields were populated, unpopulated and partially populated, these were trial-mapped to the Salesforce data template
- At least 10% of the data for each source system was reviewed to understand the types of data issues that existed in each source.
- From this we identified possible rules that could be used to clean the data, for example simple rules where the suburb names were entered in multiple formats, like West Lane Cove and Lane Cove West, others were more complex such as a contact with the same address, but surname spelt differently, e.g. John McHugh and John MacHugh, both of 15 Miller Street, North Sydney.
- Each of these rules were reviewed and confirmed with Landcare before they were applied. After the rules were applied the data was again reviewed and verified by our testing team before it was approved for loading.
Outcome
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- Reduction in the number of contacts by 14% after cleansing
- Simplified software portfolio and reduced licensing costs
- Company contacts were centralised
- Minimal business involvement was required for the exercise
What our Client Said
Landcare’s very successful data migration was largely attributed to the expertise of our data migration partner Analytical Models. This was a key project for Landcare as it would consolidate the contact information for the entire organisation which was at that time held in a 22 different sources, many of rather poor quality. The data needed to be cleansed, transformed through simple to complex business rules and de-duplicated before it could be migrated. Analytical Models’ extensive experience with complex data migration exercises was clear throughout the project as they led the migration effort with minimal involvement needed from Landcare. The thorough cleansing of the data reduced the number of contacts by 14% which will drive significant efficiencies within our organisation. They were responsive, professional and pro-active in the way that they ran the project and stayed within budget, we are very pleased with the outcome achieved. When we need to do another data migration we would definitely look to use their services again.
Tessa Jakszewicz
Former CEO – Landcare Australia