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.
3. You can keep your historical data in a read-only copy of your old database (contact your vendor to ask!). This retains data in its original format, ensuring accuracy, for running reports. </aside>

1. Agency Structure: centers, classrooms/caseloads
2. Child Demographics: first name, last name, DOB, gender, race, Hispanic/Latino, primary and secondary language, English fluency, living address, program, enrollment information
3. Family Demographics: first name, last name, DOB, gender, race, Hispanic/Latino, primary and secondary language, English fluency, living address, mobile phone, email | It takes agencies an average of 3 weeks to prepare the Excel files (see below). After we receive them, it takes us ~7-10 business days to create your database, and ~2-4 weeks for back-and-forth quality assurance. | $2,500 | | Option C – Complex | Import all the above demographics, plus: class days, class rosters, attendance, meals, home-based home visits, health data, providers, medical conditions, immunizations, IFSPs/IEPs, services provided, case notes, family engagement, staff listing, staff education, staff training, staff licenses/certifications | 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

1. In your old database, generate reports and copy-paste the information into our Data Import Spreadsheets (below). When you begin this process, anything your staff enter into their old software will not transfer over. You may want to inform your staff to stop entering data there. For historical program years, create a new sheet per program year, within the spreadsheet.

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   Essentials

   GoEngage Data Import Spreadsheets - ESSENTIALS.zip

   If your previous vendor is COPA, you can use this worksheet:

   COPA Data Transfer Worksheet (Essentials)

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   Complex

   GoEngage Data Import Spreadsheets - COMPLEX.zip

   If your previous vendor is COPA, you can use this worksheet:

   COPA Data Transfer Worksheet (Complex).docx

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2. Email the completed spreadsheets to your Onboarding Concierge.

3. We will notify you when your data transfer is complete. (ETA: 7-10 days). At that time, your Billing POCs will also receive your invoice.

4. 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 Onboarding 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: 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 Onboarding Concierge if you have any questions!

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<aside> ❔ Question or suggestion? Please let your Implementation Concierge know.

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