Church Data Migration Expert System

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Step 1: Current Software & State

What platform are we moving from, and what is the current state of the database?

Planning Center Rock RMS ACS Technologies Shelby Systems Pushpay/CCB Breeze ChMS Tithe.ly Excel/Spreadsheets Elvanto TouchPoint Servant Keeper FellowshipOne

Step 2: "Shadow Spreadsheet" Integration

How should the AI ingest random CSV files, deduplicate names, and merge them into a single Source of Truth?

Youth Ministry Roster Women's Ministry List Men's Breakfast CSV Choir/Worship Roster VBS Registration Excel Food Pantry Contacts Small Group Lists Usher/Greeter Schedule Pastors' Personal Contacts Event Sign-up Sheets Mailchimp Export Unofficial Giving Logs

Step 3: Migration Objective & Scope

What is the primary goal and scale of this church data migration?

Single Source of Truth Cleanse Duplicates Archive Inactive Users Standardize Addresses Merge Family Units Retain Giving History Map Volunteer Roles Update Contact Info Flag Missing Emails Identify Unassigned Members Sync with Financials Complete System Overhaul

Step 4: Data Deduplication Logic

What specific rules should the AI follow to automatically clean and merge messy records?

Exact Email Match Mobile Phone Match Fuzzy Name/Address Family Unit ID Merge Retaining Newest Merge Retaining Oldest Flag for Manual Review Combine Notes Fields Keep Primary Payer Match via Date of Birth Ignore Blank Fields Standardize Name Suffixes

Step 5: "Lost Member" Audit Criteria

How should the AI automatically flag "lost" members to turn data entry into a pastoral care opportunity?

No Attendance 6+ Mos No Giving 12+ Mos Unopened Emails 90 Days Lapsed Volunteer Unassigned to Small Group No Pastoral Contact 1 Yr Children Aged Out of Youth Moved Out of Area Incomplete Profile Data Orphaned Spouse/Family Bounced Email Address Disconnected Phone

Step 6: Role & Permission Mapping

How will the system map security roles from the old software directly into your new platform?

Super Administrator Campus Pastor Financial Admin Youth Leader Children's Ministry Approved Worship Team Small Group Leader Facilities Manager Check-in Station Kiosk Volunteer Coordinator Database Manager View-Only Access

Step 7: Secure Children's Check-in Rules

How should sensitive child check-in and volunteer clearance data be securely transferred?

Background Check Verification Allergy/Medical Alerts Authorized Pickup Persons Do-Not-Release Flags Custody Note Transfers Special Needs Tags Room Ratio Limits Grade/Age Calculations Guardian Linking Barcode/Tag ID Mapping Volunteer Clearance Expiry Emergency Contact Sync

Step 8: Giving & Financial Records

How will donation history, recurring gifts, and tax-deductible statuses be correctly mapped?

Pledge Campaign Sync Recurring Giving Schedules Tax Statement History Fund/Designation Mapping Anonymous Cash Logs Stock/Asset Gifts Online Gateway Tokens Envelope Number Sync Split-Gift Allocations Memorial Fund Flags Year-to-Date Totals Batch Entry Archives

Step 9: Pastoral Care & Notes Transfer

How will sensitive congregational care notes be migrated and protected?

Hospital Visit Logs Counseling Session Notes Prayer Request Archives Benevolence Disbursements Disciplinary/Restoration Notes Milestone Dates (Baptism) Marriage/Anniversary Info Bereavement Follow-ups Next Steps/Track Progress Confidential Flags Pastor's Eyes Only Contact Preference

Step 10: Group & Ministry Structuring

How will old folders, classes, and groups be transformed into modern tagging systems?

Dynamic Smart Groups Zip Code/Region Hubs Life Stage Tagging Serving Team Rosters Curriculum/Class Tracking Seasonal Event Groups Multi-Campus Assignment Demographic Segments Spiritual Gift Tags Interest-Based Cohorts Leadership Hierarchies Alumni/Archived Groups

Step 11: Edge Case Handling & Fallbacks

How should the system handle orphaned records, schema errors, or missing critical data?

Orphaned Record Quarantine Invalid Email Flagging Missing Address Defaults Unrecognized Fund Mapping Duplicate Resolution Queue Unmatched Permission Roles Historical Data Truncation Schema Mismatch Alerts Failed Batch Re-runs Auto-Generate Missing IDs Log Errors to Admin Halt on Financial Error

Step 12: Communication & Launch Plan

How will you notify the congregation and staff about the successful system migration?

Welcome Email Sequence Profile Update Request App Download Links Giving Portal Redirect Volunteer Onboarding PDF Staff Training Walkthrough Data Blackout Window Notice Launch Day Support Queue FAQ Page Generation Privacy Policy Update Go-Live Countdown Post-Launch Survey

Step 13: Data Privacy & Compliance

What security protocols must the migration script follow to protect PII and financial records?

Data Encryption Standards GDPR/CCPA Compliance Anonymize Donor Data Secure PII Handling Audit Trail Logging Automatic Data Retention Background Check Security Financial Data Masking Opt-In Consent Tracking Media Release Flags Secure API Tokens Right to be Forgotten

Step 14: Final Output Formatting & Payload

How should the AI format the final cleaned data so it bypasses manual entry and pushes directly into the new ChMS?

API JSON Payload Standardized CSV Export SQL Database Dump XML Data Feed Nested GraphQL Nodes Excel Workbook (XLSX) ChMS Native Import Format Base64 Encoded Strings Data Dictionary Map Relational Entity Diagram Error Log Text File Webhook Trigger Scheme

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