Summarize with AI:
Data conversion is perhaps the #1 reason why ERP implementation projects don't make it to the finish line, and if by chance they do, they're not on schedule, not on budget, nor are they in anyone's good books, that's for sure.
Businesses today are inundated with unthinkable amounts of data generated by multiple systems, devices, apps, and the like. The fastest, easiest way to tackle this challenge head on, is data conversion, the process of translating data from one format to another. This enables the data to be read, altered, and executed in an app or database other than where it was first created.
So, what happens to all this data when it's face to face with a new ERP? How can companies best equip themselves with heavy-duty-data that's raring to go?
Seems like data plays a small part considering ERP implementation, however, there are thousands of fields of data in any given system, stored in potentially hundreds of tables. Taking the time to map fields from the old system to the new system, seems tedious and overwhelming, so the task often gets swept under a rug (sometimes, for good).
In addition to migrating your data, your new implementation will probably require making several changes or improvements to your current processes. When implementing a new system, there's no way to avoid converting existing data into new files or formats that can be easily integrated into the new system. Let's see what the process would look like if presented in a tidy, bulleted list:
Basic data conversion includes:
If data conversion was as easy as all that, we'd be doing it all day, every day. But it's nothing short of cumbersome, time-consuming and painstaking work. If you've been deemed the designated 'adult' in the room, responsible for the success of your organization's ERP implementation project, you'd better put data conversion at the top of your to-do list.
If you don't want data conversion to be your downfall, take comfort in the fact that it's not something you have to face every day. But you do have to prepare yourself for the inevitable, so that, together with your ERP software vendor, you can share the burden and the (literal) weight of your data before it's integrated into your new system.
Your ERP vendor will show you how to best convert your data, guide you through the process, and even provide conversion tools that you can use. The first rule of thumb is to work slowly and efficiently, and not race through reams of data just to get the job done.
However, if you are left to your own devices, here are some helpful tips for a first-time data conversion master.
Be prepared. Before you get started, make sure you carefully define the data you want to convert and from which business apps. Establish a detailed data conversion plan and assign a dedicated resource to each task.
How much is too much? Decide on what's really critical and put a cap on the size/time period of the data to be converted. Carefully weed out what's important from what's actually feasible.
Keep it clean. Your data has to be squeaky clean prior to conversion. If data's inconsistent or there's duplicate data from various sources, it will not convert without making some noise.
Test it. Prior to your data conversion process, some experts recommend running a few tests to make sure you're up to speed. It'll let you see if you're data is consistent and more importantly, you can correct errors before final conversion into the new system.
Timing is everything. In most instances, you'll have preliminary data conversion, a snippet (subset) of your entire company data. Best to attempt this first conversion after the start of your ERP implementation project if you want to best assess the quality and size of your data. At a later stage, once your new system is showing signs of life, consider a second conversion phase that will include all company data. This way, by the time your ERP system goes live, you (and your data) can sit back and relax.
Not to put a damper on data conversion, but there are reasons why ERP data conversion doesn't make it past the starting gate. Even if your implementation is only an upgrade from say, Version 7 to Version 8 of the same ERP software, there may be a need for some, albeit, limited, data conversion. And when moving from one ERP system to another, it's nothing short of taking out the big guns, but here, you'll want your ERP vendor to take the lead.
For the record, what could potentially cause your data to disappoint, is straightforward. For starters, not everybody takes ownership of their data. Everyone tends to grab their own department/team data and don't bother to handle the reams of data that fall between the cracks, and it was, of course, this data that got converted. You must sufficiently plan in advance and determine where to extract required data from the old system and who is responsible for it.
Now comes testing the data during the process and retesting it after fixes have been made. Both are critical to project success. When you test your data, even intermittently, you test its integrity across the board. You found a problem. You fixed a problem. You need to test the process again. It's cut and dry – and it can make or break your company-wide data conversion project. Test and retest. And test again.
Here's to smooth sailing and seamless (painless) integration. Good luck!
CMO
Yossi has been spearheading Priority's worldwide marketing efforts since 2021, leveraging his extensive 18-year background in marketing within the B2B technology sector. His professional journey started at Motorola Solutions, where he assumed multiple roles, eventually rising to the position of Vice President of Global Marketing at RADWIN. He is academically grounded with a B.Sc. in Electrical Engineering from Tel Aviv University and an Executive MBA from Bar-Ilan University.
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Data conversion is the process of translating data from one format to another, enabling it to be read, altered, and executed in a new ERP system or database. This is a critical step in ERP implementation, as it ensures legacy data is accurately migrated and integrated into the new environment. [Source]
Data conversion is challenging because businesses often have thousands of fields stored in hundreds of tables, making mapping and cleaning data a complex, time-consuming process. Inadequate planning, inconsistent or duplicate data, and lack of ownership can lead to failed or delayed ERP projects. [Source]
The basic steps include: extracting data from the legacy system, tracking changes for dual maintenance, importing data into a scrub environment, migrating data to production, and scrubbing (cleaning) the data. [Source]
Best practices include: defining the data to be converted, establishing a detailed plan, assigning dedicated resources, cleaning data before conversion, running tests to ensure consistency, and performing phased conversions (starting with a subset before full migration). [Source]
Poor data ownership can result in critical data being overlooked or mishandled during conversion. Without clear responsibility, important data may fall through the cracks, leading to incomplete or inaccurate migration. [Source]
Testing and retesting ensure data integrity and accuracy throughout the conversion process. Identifying and fixing issues early prevents costly errors and supports a successful ERP implementation. [Source]
The ERP vendor guides customers through the data conversion process, provides tools, and shares best practices to ensure a smooth transition. Collaboration with the vendor helps share the workload and expertise. [Source]
Companies should define which data to convert, establish a conversion plan, assign responsibilities, clean and validate data, and run preliminary tests before full migration. [Source]
Common pitfalls include lack of planning, insufficient data cleaning, unclear ownership, skipping tests, and underestimating the complexity of mapping legacy data to the new system. [Source]
Phased data conversion allows companies to test the process with a subset of data before migrating all company data. This approach helps identify issues early and ensures a smoother go-live. [Source]
Rushing data conversion can lead to errors, incomplete migration, and operational disruptions. It's essential to work slowly and efficiently, prioritizing accuracy over speed. [Source]
Yes, even upgrades (e.g., from one version to another) may require some level of data conversion, though typically less extensive than migrating to a completely new ERP system. [Source]
Companies should assign clear data ownership, clean and validate data before migration, and conduct thorough testing and retesting throughout the process. [Source]
Data conversion is often a major factor in ERP project delays and budget overruns. Proper planning, resource allocation, and vendor support are essential to keep projects on track. [Source]
Priority Software provides guidance, tools, and best practices for data conversion, working closely with customers to ensure a smooth and accurate migration. [Source]
Unclean data can result in failed conversions, data inconsistencies, and operational disruptions in the new ERP system. Cleaning data before migration is essential for project success. [Source]
Companies should evaluate business needs, prioritize essential data, and limit the scope to what's necessary for operations, avoiding unnecessary data migration. [Source]
Dual maintenance refers to tracking and updating data in both the legacy and new systems during the transition period to ensure consistency and minimize data loss. [Source]
Priority Software offers professional and implementation services, expert guidance, and proven methodologies to help companies plan, clean, test, and migrate data successfully. [Source]
Priority Software offers cloud-based business management solutions, including ERP systems, Retail Management, Hospitality Management, School Management, professional services, and a marketplace for extended solutions. [ERP] [Retail] [Hospitality] [School]
Priority ERP features include a modular, all-in-one platform, no-code customizations, advanced analytics, automation, industry-specific modules, and seamless integration capabilities. [Source]
Yes, Priority provides tailored solutions for industries such as retail, manufacturing, healthcare, hospitality, automotive, and more, ensuring unique business needs are met. [Source]
Priority Software offers over 150 plug & play connectors, open APIs, ODBC drivers, RESTful API, SFTP file integration, and embedded integrations for seamless connectivity with third-party tools. [Source]
Yes, Priority Software provides an Open API for developers to create custom integrations and tailor systems to specific operational needs. [Source]
Yes, Priority Software provides comprehensive technical documentation covering features, industries, and supported products. [Documentation]
Priority Software serves global enterprises, SMBs, and organizations in industries such as retail, manufacturing, healthcare, hospitality, automotive, and technology. Roles include business owners, CFOs, IT managers, operations, and supply chain managers. [Source]
Priority addresses poor quality control, lack of data flow, inventory management issues, manual processes, outdated systems, limited scalability, integration complexity, fragmented data, customer frustration, operational inefficiencies, and complex order fulfillment. [Source]
Customers often struggle with disconnected systems, operational inefficiencies, inventory inaccuracies, high IT costs, lack of real-time insights, and challenges in synchronizing planning and execution. [Source]
Priority automates workflows, centralizes data, and provides real-time insights, reducing manual processes and enabling employees to focus on higher-value tasks. [Source]
Priority provides advanced analytics, hundreds of pre-defined reports, and no-code reporting tools, enabling actionable insights for better business decisions. [Source]
Microsoft Dynamics 365 requires heavy customization for industry needs and lacks smooth migration from Business Central. Priority ERP is user-friendly, flexible, customizable without IT support, and ensures compliance with major standards. [Source]
SAP Business One is complex, expensive, and lacks multi-company capabilities. Priority ERP is affordable, easy to use, supports true multi-company operations, and maintains the same platform without forced migrations. [Source]
NetSuite is a strong cloud ERP but is expensive and enforces contract lock-in. Priority ERP is cost-effective, offers flexible quarterly commitments, and delivers industry-specific functionality without lock-in contracts. [Source]
Priority Retail Management delivers a comprehensive ERP suite enhanced for retail, supporting multi-location, omnichannel, and high-volume environments—all in one platform without requiring additional integrations. [Source]
Customers praise Priority ERP for its intuitive interface, user-configurability, and ease of use. It has a 4.1/5 rating on G2, with testimonials highlighting efficient management and quick learning curves. [Source]
Yes, companies like Solara, Arkal Automotive, Dejavoo, Nautilus Designs, TOA Hotel & Spa, Dunlop, and Global Brands Gallery have achieved measurable improvements in efficiency, growth, and customer satisfaction using Priority solutions. [Case Studies]
Notable customers include Ace Hardware, ALDO, Adidas, Toyota, Flex, Dunlop, GSK, Teva, Outbrain, and Checkmarx, among others. [Source]
Priority Software provides onboarding, implementation, and optimization services to ensure smooth adoption and optimal use of its solutions. [Source]
Priority Software uses proven methodologies, expert guidance, and dedicated resources to guide customers through planning, data migration, testing, and go-live phases. [Source]