As we transition to a new Evolution Stack, it's crucial to prepare our asset data for a smooth migration. This process involves ensuring that each asset not only holds valuable information but also meets specific criteria to be eligible for migration. Specifically, each asset must have a designated type (e.g., Pool, Spa), a valid address, and be marked as active within NetSuite. 

Deadline: 30 April 2024

Section 1: Understanding Asset Eligibility for Migration

Criteria for Asset Migration:

• Asset Type - Each asset must be categorised (e.g., Pool, Spa). 
• Valid Address - An accurate address is required for every asset. 
• Active Status - Only assets marked as active will be considered for migration. Inactive assets are deemed irrelevant for ongoing operations and will not be transferred unless reactivated.

These criteria are pivotal for the migration process, ensuring that only relevant and active assets are moved to the new platform.

Section 2: Preparing Your Assets for Migration

To prepare your assets for migration, follow these steps:

1. Identify ineligible assets. Utilise NetSuite to run searches
   • Search [Data Clean Up] Assets with no Type or Address. This search shows assets that lack a type or address.
   • Search [Data Clean Up] Assets - Inactive assets. This search shows all assets currently marked inactive.
2. Review the searches to verify which assets need to be updated to meet the three key criteria for migration. 

Section 3: Handling Ineligible Assets

For assets that don't meet the migration criteria:

1. Updating Asset Information:
   • If an asset lacks a type or address, update this information in NetSuite. Ensure that all details are accurate and complete.
   • For inactive assets that should be migrated, change their status from 'Inactive' to 'Active'.
2. Using Dummy Clients:
   • For assets not currently assigned to a client or no longer serviced, create a dummy client (e.g., 'No longer servicing'). This allows for their inclusion in the migration process and can be managed or removed post-migration.
3. For further assistance, refer to the asset data cleaning walk-through tutorial (~14mins) and other best practice guides provided below. These resources are designed to aid you in the data-cleaning process and ensure that you're well-prepared for the migration.

Bulk updating asset information

To perform the data cleaning on assets follow these steps:

1. Export the search results to an Excel file. Refer to the first image below for guidance.
2. Open the downloaded Excel file on your computer. Do not delete or rearrange columns. You can sort the Excel spreadsheet, but please ensure that you sort ALL columns so that IDs stay with the relevant line. 
3. Update columns as needed
4. Save the updated Excel file.
5. Submit the file to netsuite@poolwerx.com.au for bulk upload. 

[exporting search to excel]

Section 4: Best Practices for Data Entry Moving Forward

To ensure ongoing data cleanliness follow the:

1. Best practice format for entering key asset & equipment data
2. Best practice format for adding a valid address

This proactive approach to data entry will minimise future data cleaning efforts and ensure consistency across your data. 

Please note: You do not need to correct your current data to meet these formats, this is for data entered moving forward.

Section 5: FAQ's

Here we address common concerns related to the asset data cleaning and migration process:

Question	Answer
How are NetSuite and Vital client records matched for merging?	To successfully match and merge NetSuite asset records with Vital contact records, two identifiers are required by the matching tool. Specifically, the following identifiers are needed:  Client name; and Address Note: Vital asset data takes priority over NetSuite data during the merging process.
How will the asset data be migrated to the new field management software?	Only active assets associated with clients that meet the import criteria will be imported into the new platform. For assets that are no longer being serviced or are being targeted to win work, we recommend the following:   Create a dummy client that reflects the situation, such as "No longer servicing" or "Work to Win" Link the dummy client to any assets that you want to migrate to the new platform.  Once you are migrated to the new platform, the dummy client can be removed. This way, you can ensure that only relevant assets are migrated and that the new platform is set up with accurate and up-to-date data.
What happens if my NetSuite asset record has two matching identifiers with a Vital contact record, but the third identifier (e.g surface type) is different?	In such cases, the partial match is identified and assessed by a data specialist. However, if the third identifier is completely different and not just a data entry error, the records will not be matched. This ensures that only accurate and relevant data is migrated and merged between systems, helping to maintain data integrity and reduce errors.
What happens to the information in NetSuite and Vital systems when asset records are merged? Will I lose any data?	When asset records are merged, Vital data takes priority over NetSuite data if both systems contain information for the same field. However, if there is data in NetSuite that is not available in Vital, it will still be migrated to the refreshed Vital platform.  Additionally, asset notes will be imported from both Vital and NetSuite if available. By following these guidelines you can ensure that all relevant data is retained during the data migration process.
Do I need to perform data cleaning in both NetSuite and Vital before migrating asset records?	The main focus for data cleaning is NetSuite, as it is the primary source for service data linked to your asset records. However, Vital contact and asset records will also be cleaned when they are imported for the water test component to go live.   If you have a client in-store while in Vital, it is worth checking and correcting any discrepancies, errors, or missing information as this can help ensure the accuracy and completeness of the data. By performing data cleaning in NetSuite and Vital, you can help ensure a successful migration of asset data to the new platform, with minimal errors and issues.
What happens to inactive assets during the data migration process? Can I reactivate inactive assets?	Inactive assets will not be included in the data deduplication and merge process, as they are deemed not relevant for ongoing field management. If you want inactive assets to be available in the new platform, you will need to make them active again in NetSuite before the data migration process begins. Once the assets are active and included in the data migration, they will be available in the new system, along with their associated data and notes. Note that any assets made active after the data migration process will not be available in the new platform. Therefore, it is important to ensure that all relevant assets are active before the data migration process begins, to ensure the completeness and accuracy of the data in the new platform, By proactively managing your assets in NetSuite, you can help ensure a successful and efficient data migration process.
If the address information in Vital and NetSuite is slightly different e.g Vital has "street" and NetSuite as "St"), will the records still be identified as a match during the merging process? Do I need to clean up the address information to ensure a match?	Yes, the data matching algorithm is designed to recognize sight variations in the address information and identify records as a match, even if the format and abbreviations used are slightly different. Therefore, you do not need to clean up or update the address information in Vital or NetSuite to ensure a match.
When entering address information for assets, which address field should I populate?	When entering address information for assets, it is important to ensure that the full address is entered in the address text box (highlighted in red). This field can be manually manipulated to ensure accuracy, but it is generally best to use the Address search feature (highlighted in green) to search for the address and auto-fill the address text box. This can help to ensure that the address information is complete and accurate, and can also help prevent duplicate records from being created in the system.
When is an asset record considered a duplicate	An asset record is considered a duplicate if two or more of its identifiers are identical to another record. However, if other identifiers are conflicting (e.g. due to a data entry error), a data specialist will assess the records to determine if they can be matched during the initial deduplication and merge process. If the conflicting identifiers are totally different, the records will not be matched during the initial process.

Equipment cleaning FAQ's

Water test results FAQ's