Conversion duration

The time required to complete a conversion is primarily determined by the size of the data that must be converted. Additional requirements that are not catered for in the conversion tools can also affect the duration of the conversion. Conversions are scheduled to commence after business hours and if your conversion has not completed by the following morning it may have to be paused and resumed again the following evening. XPLAN to XPLAN conversion are completed in 2 stages. On the first night we will extract your data from the site that you are currently using, and on the second night we will commence importing the data that we have extracted to the destination site.

Cost

Your Transition Consultant will advise you of the conversion cost.

Custom fields and custom mapping will be charged in addition to the standard conversion cost & Transition team will provide quote prior to doing the custom work

All costs must be agreed upon prior to the conversion.

UserID’s

XPLAN to XPLAN data conversions are based upon users. Please ensure that you provide a complete list of all your User IDs to be extracted as part of conversion.  We recommend that all Inactive and/or Terminated users are also extracted for conversion.

Providing your data to IRESS

IRESS will extract your data from your current XPLAN site but will require written permission from an authorised representative of the site. The Permission to Extract form will be provided by your Transition Consultant. Please note that your conversion can only proceed once the appropriate permission has been provided.

User mappings

It is possible to map to existing users in Xplan or consolidate multiple userids to a single userid. Your Transition Consultant will assist you in recording these mappings if required

User Groups

As a default user groups relating to extracted clients will not be converted. If you will require these to be extracted please notify your IRESS representative.

Risk Profile mappings

In order for the descriptive titles of Risk Profiles to be converted, a Risk Profile report will be provided after the conversion is complete which will contain the source Risk Profile values. You would need to update the Risk Profiles report with the Risk Profile choice options from the destination site and send it back to IRESS for import in order for the Risk Profiles to be updated.

Portfolio data requirements

By default, manual portfolio data will be converted and data from Datafeeds will be refreshed after the conversion. If specific datafeeds have been requested to convert, date locks will need to be added when setting up these datafeeds on the destination Xplan site to avoid duplicated data.

If specific datafeeds have been requested to convert, date locks will need to be added when setting up these datafeeds on the destination Xplan site to avoid duplicated data.

Note: If IPS manual data is requested the conversion tool will attempt to create external account information against client, this will not occur if no IPS data is imported. 

Corporate Actions

The conversion process removes the linkage between the transaction and the corporate action.  It’s important to choose a specific date and ensure all your corporate actions are processed up to this date. Transactions created by corporate actions in XPLAN are converted as manual transactions and post conversion are not identifiable as corporate actions and cannot be reversed in XPLAN.

Data that will/will not be converted to XPLAN

It is important that you review the information contained in the conversion guide so you are fully aware of how your data will be converted to XPLAN. If there is data and/or functionality that is important to your practice and is not specifically mentioned in the conversion guide, please raise with your Transition Consultant

Custom Fields

The XPLAN conversion will only convert standard XPLAN fields. Any custom fields that need to be converted will need to be converted after the standard conversion.

If you suspect your site has custom fields, please raise with you Transition Consultant for further discussion.

Unmapped Values File

You must ensure all current choice values in your existing database match those that will be available in the destination XPLAN site. Any choice values in your existing system that are not available in the destination XPLAN site will not be converted and will be in the unmapped values file.

Data grooming

The conversion analyst will convert the data received. Please take this opportunity to clean up your data if needed. Areas to consider are as follows:

Task and Thread templates:

Please ensure that all task and thread templates have visibility set to either Private or Shared in groups the owner belongs to. This will ensure that your templates are only visible to users within your practice.

Diary Templates:

Please ensure that all diary templates have visibility set to either Private or Shared in my groups. This will ensure that your templates are only visible to users within your practice.

Professional Advisers:

Please ensure that all Professional Advisers have visibility set to Private. This will ensure that your Professional Advisers are only visible to your practice.

Optional items: Invoices and Campaigns

Invoices and Campaigns are optional.  If you would like them to be included in the conversion please raise with your Transition Consultant for further discussion.

Note that the conversion tool only allows you to nominate both sections together. One or the other cannot be requested. 

Testing the Conversion

If you are going to lose access to your source data before the conversion; please ensure that you take screens shots of at least 10 of your top clients. This includes taking screen shots for all the key details, insurance, super, portfolio data and any other area which is of particular importance to you.

Conversion feedback must be raised within 10 business days. If no issues are raised within that time frame the conversion request will be closed.

Data must not be changed before sign-off

No changes should be made to your data until you have completed testing your conversion. If you change your data before you sign off your conversion it can affect IRESS’s ability to resolve issues you may identify, and could also result in losing the changes if your conversion has to be rerun.

XPLAN Licenses

You will require appropriate licenses to log into your new XPLAN site to check your converted data, and for ongoing use. Contact your new XPLAN site administrator and ensure you will have the required licenses when your data conversion occurs.