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      Data Migration Discovery Session

      What to expect and prepare before your Data Migration Discovery Session

      Meeting Purpose:

      • A Data Migration Discovery Session is designed to understand the migration requirements. The session is focused on asking questions and walking through source systems so be prepared to demo your platforms.

        Meeting Agenda:

        • Agenda, Intros & Scope
        • Data Migration Goals (What is your intended outcome?)
        • Review current source systems used
        • Objects, Engagements & Files
        • Identify Cleansing Rules
        • Identify and Migration Rules (Owners etc)
        • Cutover
        • Development timelines/deadlines
        • Next Steps/Actions
        • Feedback

        Length & Facilities:

        Allow 3 hours for this session, however, the session may finish early. If joining online, please make sure you have a second screen.

        Who typically attends these sessions:

        Data stakeholders and SMEs on the source systems,  H&D Solutions Lead.

        To ensure the discovery call is productive and focused, it is recommended to have less than 5 stakeholders in attendance, including the facilitator. This approach helps maintain a streamlined and efficient discussion.

        Why Keep the Number of Stakeholders Low

        • Focused Discussions: With fewer participants, conversations can remain on track, addressing key issues without veering off-topic.

        • Decision-Making Efficiency: A smaller group can make decisions more quickly, reducing the time spent in discussions and follow-ups.

        • Enhanced Engagement: Each participant has more opportunity to contribute, ensuring their insights and concerns are fully addressed.

        • Simplified Coordination: Scheduling and managing the meeting logistics become easier with fewer attendees.

        • Minimized Distractions: Fewer people mean fewer potential interruptions and distractions, allowing for a more concentrated effort on the task at hand.

        What you can prepare ahead of time?

        It's ok if you don't have an answer to all of these questions, but it's great to start thinking about them as we will cover this in our session. However, please align internally on your data migration goals and expected outcomes before this session.

        # Question Example
        1 What systems are you wanting to migrate data from?  Salesforce & Spreadsheets (x3)
        2 What is your overall goal for this migration? My Goal for this migration is to migrate Contact/Lead data from Salesforce with their associated Opportunities and Stock information from Spreadsheets
        3

        What Objects are you wanting to migrate?

        E.g: Contacts, Companies, Deals, Tickets, Products, or any Custom Object

        		 Leads, Contacts, Opportunities, Stock
        4 How many records are we migrating from each Object?

        Leads = 500,000
        Contacts = 200,000
        Opportunities = 180,000
        Stock = 120 
        5 Are you wanting to migrate all records?

        Only migrate Salesforce records post-2017. Migrate all Stock with a SKU
        6 Are all contact emails unique?

        No we have duplicate Contacts, please merge them by their email and last updated date
        7 Do all contacts have an email?

        No, please do not import Leads/Contacts without an email
        8 What Deal Pipeline will your Opportunities be migrated into and how can we identify which stage?

        Sales Pipeline, and the Status on Salesforce Opportunities will map to the HubSpot Deal Stages
        9

        Do you also require to migrate files or engagements? If so from what objects? 

        Files = PDFs/Documents/Photos etc.

        Engagements = Calls, Notes, Meetings, Tasks, Emails

        		 Yes, Files and Emails/Tasks from Contacts & Opportunities
        10 Does this system hold any sensitive data?
        E.g: Birth Certificates, Drivers Licenses, Passwords, etc.        		 No
        11 Do all owners that exist in your Source System/Spreadsheets exist in HubSpot? Yes all Owners from Salesforce are in HubSpot, and all Stock on the spreadsheets can be owned by {X}
        12 If any of your data object owners (users)  have left the company, do you want to provide a replacement

        		 Yes, Matthew has left, please replace any data owned by him with Kristen
        13 Is there a Sandbox/UAT/Dev Environment we can use for testing purposes? Yes we have both a Salesforce and HubSpot Sandbox environment that you are approved to use.
        14 Who is the SME / Property Register/Brief Approver?  Romi Dexter
        15 What is your timeline for this migration? Within the next 2 months, we have a hard deadline of this date {X}.