Project Timeline
Project Timeline: Key Steps for a Successful NetSuite Data Migration
This article is for you if you're planning a data migration to NetSuite and want to keep the process on track. Below is a timeline that outlines the major steps involved, assuming an average 12-week project. However, keep in mind, your project timeline might vary depending on complexity.
While data migration is its own process, it runs in parallel with the overall NetSuite implementation. Getting your data into the sandbox early helps with User Acceptance Testing (UAT), allowing your team to test functionality with actual data as you build out the system.
1. Pre-Migration Planning (Weeks 1-2)
The first step in any data migration project is planning. This phase sets the foundation for everything that follows. You'll want to get your team aligned and make sure you're clear on what data needs to be migrated, who's responsible for what, and how data from your old system will map into NetSuite.
Key Tasks:
Define the scope: Start by figuring out exactly what data you need to migrate. This usually includes financials, customer and vendor information, and inventory details.
Assign roles: It’s important to identify who will be handling each part of the process. You’ll need people for data extraction, validation, IT support, and user testing.
Set up data mapping: Begin mapping fields from your legacy system to NetSuite. Use External IDs to track records and make reconciliation easier. Start by creating a data migration template that maps fields from your old system to NetSuite.
Sandbox setup: Get your sandbox ready early so you can use it for testing. This is where you’ll load data first, and it’s important to have it set up properly from the start.
Finalize the Chart of Accounts and tax setup: Before migrating any data, make sure your Chart of Accounts (COA) is finalized and ready to go. Similarly, ensure your tax nexus and tax codes are set up correctly.
Deliverables:
Completed Data Mapping Document
Sandbox Environment Set Up
Finalized Chart of Accounts
2. Initial Data Loads in Sandbox (Weeks 3-5)
Once your planning is done, it’s time to load some data into the sandbox. This step is all about testing the waters—identifying any issues with your data before the final load.
Key Tasks:
Trial load of static records: Load your static records like Chart of Accounts, Customers, Vendors, Items, etc., into the sandbox. The earlier you do this, the more time you have to identify issues. It’s also helpful for functional UAT testing.
Data validation: After loading, cross-check the data with your legacy system to make sure everything came through correctly. This includes checking customer/vendor details and balances.
Refine data mapping: If you notice any issues (and you probably will), adjust your data mapping. This phase is about catching errors, like missing fields or mismatched data formats, before the final load.
Deliverables:
Static Records Loaded in Sandbox
Data Validation Report
Updated Data Mapping
3. Trial Load for Transactions (Weeks 6-7)
Now that static records are in the sandbox, it’s time to move on to transactional data like open AR/AP, inventory balances, and trial balances.
Key Tasks:
Load transactional data into sandbox: Perform a trial load of open AR/AP, inventory, and historical trial balances into the sandbox. This is where you’ll check how well your system handles transactional data.
Reconcile the data: Run reconciliations between the sandbox and your legacy system to ensure that everything matches up. Use External IDs to help with tracking and reconciliation.
Fix issues and update scripts: Like before, identify any problems with the data. Adjust import scripts or data formats where needed to fix issues.
Deliverables:
Transactional Data Loaded in Sandbox
Reconciliation Reports for AR/AP, Inventory, and Trial Balances
Updated Import Scripts
4. Final Testing & User Training (Weeks 8-9)
With data in the sandbox, now is the time for final testing and to get your team trained on the system.
Key Tasks:
Final static data load in sandbox: Load the latest version of static data into the sandbox to ensure everything is clean. Make any last-minute updates before the final production load.
Code Freeze: At this stage, your implementation should be complete (2 weeks before go live), not code changes should be take place.
User Acceptance Testing (UAT): This is where your team checks that the system is working as expected. They’ll test processes like creating sales orders, processing invoices, and running financial reports.
End-user training: Make sure your team knows how to use the system. Focus on their specific roles, like entering customer orders or processing payments, so they’re comfortable with the new data and system setup.
Deliverables:
Final Data Validation in Sandbox
UAT Completed
User Training Documentation
5. Live Data Migration & Cutover (Weeks 10-11)
Now comes the real deal—moving your data into the live NetSuite environment.
Key Tasks:
Freeze data in the legacy system: Stop entering new transactions in your old system during the final migration. This prevents mismatches between the systems.
Final static data load into production: Load the final static records (COA, Subsidiaries, Customers, Vendors, Items) into NetSuite. Customer and vendor addresses should be loaded at go-live, but make sure the import is tested and prepared ahead of time. If addresses have already been loaded, a full replacement of addresses can be performed at go-live.
Transactional data load into production: Load open AR/AP, inventory balances, and historical trial balances into the production environment.
Final reconciliation: Perform a final reconciliation between NetSuite and your legacy system. Ensure that all opening balances, open AR/AP, and inventory match.
Deliverables:
Final Static and Transactional Data Load in Production
Reconciliation Reports (AR/AP, Inventory, Balances)
Cutover to NetSuite Live
6. Post Go-Live Support (Week 12+)
After go-live, your system is up and running, but that doesn’t mean the work is done. You’ll need to keep an eye on things and make adjustments as needed.
Key Tasks:
Monitor the system: After go-live, check for any discrepancies or errors. Address any data issues, especially with transactional data.
Ongoing reconciliation: Keep reconciling data with your legacy system for a few weeks after go-live to catch any lingering issues.
End-user support: Provide ongoing support to your users. This might include additional training or helping troubleshoot any workflow issues.
Deliverables:
Post-Go-Live Reconciliation
Support Documentation and Issue Tracker
Summary Timeline (Key Milestones)
Weeks 1-2: Pre-Migration Planning (Scope, Roles, Data Mapping)
Weeks 3-5: Trial Data Load for Static Records (Sandbox)
Weeks 6-7: Trial Transactional Data Load (Sandbox)
Weeks 8-9: Final Testing, UAT, and User Training
Weeks 10-11: Live Data Load & Cutover
Week 12+: Post Go-Live Support & Monitoring
Important Notes:
Timelines vary by project. This guide assumes a 12-week schedule, but your project may take more or less time depending on complexity.
Concurrent Implementation: Remember, data migration and NetSuite implementation happen at the same time. Get your data into the sandbox early to support UAT.
Customer and Vendor Addresses: Plan to load customer and vendor addresses at go-live. If addresses are already loaded in sandbox, perform a full replacement at go-live to ensure accuracy.
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