Data Import Packages

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Please note that we cannot transfer documents or attachments.

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We strongly recommend Option A - Blank Database, because:

  1. You will get a fresh start with clean, accurate data.
  2. Your staff will get comfortable with entering data into a new platform. </aside>
📌 Description ⏰ Timeline 💰 Price
Option A –
Blank Database Start with a clean, fresh database. It takes us 1-5 business days (average 1 day) to create your database. $0
Option B – Essentials Import the current year’s child, family, and staff demographics. It takes agencies an average of 2 weeks to prepare the Excel files (see below). After we receive them, it takes us ~3-5 business days to create your database. $500
Option C – Complex Import all the above demographics, as well as historical data. It takes agencies an average of 5 weeks to prepare the Excel files (see below). After we receive them, it takes us ~7-10 business days to create your database, and ~2-6 weeks for back-and-forth quality assurance. $8,500

How to send us your database:

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When you begin this process, inform your staff to STOP ENTERING DATA in your old software. Anything they enter will be lost!

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Data Transfer - Essentials

  1. Download the worksheet:

    COPA Data Transfer Worksheet (Essentials).docx

  2. In COPA, generate reports and copy-paste the information into our data import tables:

    Data Transfer - Essentials.zip

  3. Email the templates to your Implementation Concierge.

  4. We will notify you when your data transfer is complete. (ETA: 1-3 days). At that time, you and your Accounting POCs will also receive your invoice.

Data Transfer - Complex

  1. Download the worksheet:

    COPA Data Transfer Worksheet (Complex).docx

  2. In COPA, generate reports and copy-paste the information into our data import tables:

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    For historical program years, create a new sheet per program year, within the spreadsheet.

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    Data Transfer - Complex.zip

  3. Email the templates to your Implementation Concierge.

  4. We will notify you when your data transfer is complete. (ETA: 5-7 days). At that time, you and your Accounting POCs will also receive your invoice.

  5. Conduct a quality check for the transferred data. Because you are transferring a large amount of data from one platform to another, it is very likely that some items will not have transferred correctly. Please be in touch with your Implementation Concierge if such an issue arises.

FAQs

<aside> 🙋 Q: How will my data appear in GoEngage?

A: As though you had entered it directly into GoEngage.

Q: What if we didn’t collect the data?

A: Just leave the cells blank.

Q: Can I alter the titles of columns?

A: No.

Q: Can I alter the order of columns?

A: Yes.

Q: Why do I need to provide names when I am already providing unique IDs?

A: To check the consistency of the data.

Q: Do IDs (Center, Class/Caseload, Family Member, Family, Student, Staff, Provider, Race, Service Note, Training Record) require a specific format?

A: No.

Please don’t hesitate to email your Implementation Concierge if you have any questions!

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