Converting Data Into Halcyon

This article is to explain the process and expectations around converting data from another management system into Halcyon.

Halcyon converts funeral homes and crematories from other systems quite often. Every data conversion is unique. We charge our standard hourly fee for upgrades. How complicated (and costly) the upgrade is depends less on the amount of cases and more on the breadth of the data wanted in Halcyon. The simplest conversion is to just have in Halcyon the case number, decedent name and time/date of death. The most complicated conversion includes all decedent information, details about services provided, what was purchased and payments.

Conversion Process

Typically your data is converted into a test/validation system that is only temporary. After you validate data then we convert your data into your full Halcyon system. This can take one or more iterations of conversion scripts with feedback from you. If you are going to continue with your old system while waiting for the conversion then after the conversion is validated then we will do a final snapshot of your data and migrate everything into Halcyon.

Testing

Testing will be done by you, the Halcyon customer. Our staff will do some initial testing but the final go ahead comes from you. Any problems found later are much more difficult to address and could cause you problems and extra fees. So do not assume the conversion was perfect and that testing is not needed. We have had bad experiences when customers do not verify the data. We will ask you to sign a statement of work outlining what is expected of you. Here is the minimum we expect you to validate (assuming your conversion included everything see above).

1. Case numbering for all case types
2. Decedent biographical information, especially dates
3. Contact information
4. Information about Services, especially dates
5. Values on Client/Purchasing screen
6. Values on Client/Accounts screen (Financials / At Need Invoices and Statements)
7. Are discounts working correctly?
8. Are contracts (aka Statements of Goods and Services) producing the same amounts in the same places as the old system?
9. Products setups (may not get converted)
10. Location setups (see Setups-Locations)
11. Staff setup (see Admin > Staff Maintenance and Security) and staff access setup (probably not converted)
12. Accounts Receivable report - compare to previous system's results

FAQs About Data Conversions:

1) How long does it take to convert the data?

A: The most time-consuming parts are getting the database from your previous management provider and your testing. It can take between 2-5 weeks. 

2) Does testing mean I need to validate every case's details?

A: That is up to you. We do not think it is required. But be sure to check as many unique scenarios as you can think of. Spot check by validating several At Needs, Preneeds and any other case types. 

3) What if I find an error later after go-live?

A: Submit a ticket to Halcyon and we will address it. Depending on the error these can be much more difficult to address later and could result in additional charges to you.