Midwinter to XPLAN Conversion Guide Overview

This document highlights data and functionality most often of concern to practices converting from MidWinter to XPLAN, however if there is specific data and/or functionality that is not contained within this document and is of importance to your Practice, please discuss with your IRESS representative prior toyour conversion.

It is also important to be aware that IRESS will not undertake data cleansing. Any data errors (i.e. misspellings, client names, date of birth) will be transferred; therefore a practice may wish to ‘clean up’ their data before commencing with the conversion.

Requesting a Data Conversion

Please be aware that there will be a wait of a number of weeks from the time that IRESS receives your request for a data conversion. This time frame will vary throughout the year and your IRESS representative will inform you of an estimated time when your conversion will be scheduled.

Out of Scope

If you require any data converted that is outside the scope of this document, IRESS is happy to assess the data. Once IRESS has made the assessment, a decision will be made on whether or not the conversion is possible. Once this decision has been made, an approximate quote on timeframe and additional cost will be given. Please contact your IRESS representative to discuss this further.

The Conversion Process

1. Conversion preparation
   During this phase a Transition Consultant will work with you to prepare for the conversion of your data.
   
   
2. Obtaining a copy of your data for conversion
   Data must be received by the end of the business day prior to your conversion date.
   
   
3. Data Import
   IRESS completes the first step to import your data into your new XPLAN site (the destination site). Data imports are done after business hours and the time required to import the data depends on the volume of the data. Your Transition Consultant will keep you informed of the progress.
   
   
4. Post-conversion tasks
   IRESS completes the import of custom fields, choice value mappings, updating of risk profiles etc. on the next day after the data import completes.
   
   
5. Data checking and sign-off
   It is your responsibility to review your data in XPLAN after the conversion. You know your data better than anyone else and is best placed to notice any differences between your original data and the data that will reside your new XPLAN site after the conversion.
   

Standard conversions

Outlined in the following pages are details of the data within Midwinter that will be converted to XPLAN.  It is important that you review this information so you are fully aware of how your Midwinter data will be converted to XPLAN.

Users

All users are converted unless requested to be mapped, contact and address information included.

Key Details

Entity: Individuals

 
Entity: Companies

Entity: Trusts 

Contact

Employment 

Category

Estate

Dependant

Figure 10:Key Details – Dependant

Objectives

Financial

Figure 11: Objectives – Financial

Risk Profiling

Risk profile values are stored against the entity; as such each client’s asset class values are brought across however the descriptive title of the profile is only converted by being mapped to the existing profile descriptions on the destination site.

Figure 12: Risk Profiling – Investment

Insurance

Policy

Figure 13:Insurance – Existing – By Policy

Cover

Analysis

Balance Sheet

Figure 14: Analysis – Balance Sheet

Cashflow

Figure 15: Cashflow – Balance Sheet

Super

Figure 16: Super - Existing Super 

Service

Profession Advisers & Referral

Figure 17: Service - Referral

Figure 18: Service - (Prof Advisers)

Reviews

Figure 19: Service - Reviews

Admin

Tasks

All tasks that are set to a client are converted.

Figure 20:Admin - Tasks

Notes

All file notes and their attachments are converted.

Figure 21: Admin - Notes

Groups

Client Group

Figure 22: Group - Client Group

Portfolios

By default IRESS convert IPS manual data ONLY whilst attempting to create external account information against client.  All datafeed data is then refreshed from inception after the conversion is completed.However, in some cases a Practice may have specific datafeed requirements which differ from the default:

• NO IPS
• ALL IPS
• Macquarie DATAFEED

If you’re Practice’s requirements differ from the default, please raise with your IRESS representative prior to your conversion.
 

This intern means that manually created transactions and notes that belongs to a service will be lost. All other Products, Transactions, and  comments (i.e.  those  not  belonging to  a  service)  should  be  brought across. Orphaned transactions i.e. those where the external mapping has been removed will be treated as manual transactions. FUM, CGT, Exclude from reports and reinvest income information is converted under the edit holding screen in XPLAN All products are added to the default sub fund in XPLAN. Unit price history is not converted (all transaction amounts are stored in the transaction itself) XPLAN does not support client based assumptions so intern all projected income and growth amounts are not converted.

Known Midwinter conversion issues and data that will not be converted to XPLAN

Midwinter data is usually received as an Access database with an accompanying file with document attachments. If your data is received in another format the conversion may be more complex, requiring extra work by the conversion analyst and  testing for the practice. There  is  also more chance in  this  scenario that relevant information may be missing. Please keep this in mind when considering the conversion timeframe.

Known Issues

The following table identifies common issues when converting Midwinter data. This list is not exhaustive.

Custom requirements

If you require any data to be converted that is outside the scope of this document, IRESS will be happy to assess the data and your specific requirement. If the conversion can be done IRESS will provide an estimate of the time it will take to complete the conversion and the associated cost. Please discuss any custom requirements with your Transition Consultant.

Appendices

Post Conversion Checking Instruction

Once the conversion has taken place you will need to go through the data to ensure that everything has converted correctly. We recommend that you run a client list as well as check a 10-20 clients in full, comparing software to software where possible.

If any issues are discovered, the conversion analyst will need the following information to investigate and resolve the issues:

• Client examples – experiencing the probl
• New site screen shots – of the issue, a number if applicab
• Original site screen shots – if you will no longer have access to your site, make sure to take screen shots of some sample client record

This information will be submitted in the Feedback Form provided in Appendices F

The screen shots below illustrate how you should run your post conversion data check.

Run a ‘Client List’ management report:

This will allow you to produce a client list report to check all clients have converted.

Go through a client file from start to finish:

If IPS data has been converted:

Workstations recommended settings

The following are recommended settings for the Internet Explorer browser to access XPLAN.

1. Start Internet Explorer and select Internet Options from the Tools menu. Make sure XPLAN is in the Trusted sites zone by:
2. Select the Security tab, and click Trusted Sites.
   
   
   
   
3. Click Sites. The Trusted Sites dialog box displays.
4. Enter your XPLAN domain as it appears in your XPLAN site URL. For example, if your XPLAN site URL is https://mysite.xplan.iress.com.au, you should enter https://mysite.xplan.iress.com.au/.
5. Click Add. Your XPLAN domain will be added to the trusted Websites list.
6. Click Close. The Trusted Sites dialog box closes and the new settings are saved.

Set the security level for Trusted Sites by:

1. Ensure that Trusted sites is still selected and click Custom level. 
   
   
   
   
2. In the Reset to list, select Medium-Low, and then click Reset.
3. In the Warning! dialog click Yes to confirm the change.
4. Set Miscellaneous > Display Mixed Content to Enabled.
5. Click OK. The Security Settings - Trusted Sites Zone dialog box closes.
   
   This also has the effect of enabling downloads, disabling the Pop-up blocker and disabling 
   the phishing filter, but only for XPLAN (and any other trusted sites) not general internet use.
   
   
6. Activate the Advanced tab.
7. In the Settings box, ensure that the following HTTP 1.1 settings are both ticked:
   
   • Use HTTP 1.1 
     
   • Use HTTP 1.1 through proxy connections.
     
     
     
     
8. Press Ok. The settings are saved.
   
   You will need to exit and restart Internet Explorer.

Conversion feedback form 

Complete this form if you have identified an issue with your converted data and wish IRESS to investigate if there was a problem with the conversion.

Complete your XPLAN Transitions Conversion Feedback Form here

Conversion Sign Off Form

This form must be completed and returned to your transition consultant once you have checked your converted data in XPLAN and verified that all has been converted. In the absence of feedback, your conversion will be considered finalised after a period of ten working days.

Complete your XPLAN Transitions Data Conversion Sign Off Form here

IRESS Wealth Management | XPLAN Transitions | Platform to XPLAN Conversion Guide