The end of Your AMS Journey is in sight – you have undergone testing and training, and are now ready to prep for launch. In fact, preparing for go live is something the team has to keep in mind throughout the entire project. Here are some important items to consider:
We recommend that the association begin informing their constituents of the new AMS at least 3 – 4 months before the desired go-live date. The first communication should inform them of the fact that in 3 – 4 months time, they will be a new system and state a few advantages they will directly benefit from. One month from go-live, a second communication should go out to give more details around the date, potential down time, specific benefits as well as drum up enthusiasm about the new system. A third communication should be sent out to state the exact dates and any additional information needed ahead of launch.
Data Freeze Date
As part of preparing for the go live, determine a date on which all transactions in the system will be halted. This means that there will be no new transactions in the legacy system after that time. All transactions that need to occur will be recorded manually to be applied into the new AMS when it comes online.
Final Data Conversion
The final data migration begins on the data freeze date, and is expected to go until all the data is migrated to the new AMS and has been validated. The cycle 1 data migration that occurred earlier would have provided guidance on how long this activity should have taken.
Portal User Accounts
As part of the final data migration, all portal user accounts need to be created. Additionally, passwords need to be set to what they were in the legacy system, or a communication must be sent out to constituents asking them to reset their passwords.
Once all the data is migrated, auditing of the data is complete and is deemed ready to move forward, the go, no-go decision is taken. This decision relies heavily on what items have been reported that the association can live with, have work arounds for and can fix post go live and those that are go live blockers.
Contemplate a Soft Launch
Considering the new AMS will be new to staff and your constituents, if your situation allows, you can contemplate taking a longer time to turn on the constituent facing portal and give staff time to get acquainted first. This splits the stress that staff will have to face day one having to answer an irate constituent on the phone, while still not being totally confident of where in the new AMS to get the information.