Below are some suggested data conversion plans and steps. The Yellow Dog implementation guide will devise a plan that will work the best for your particular project.
INVENTORY SYSTEM DATA CONVERSION
RETAIL CONVERSION PLAN
Assumptions
The Yellow Dog team will work with each client to develop a plan that accommodates the timing, item data, and overall circumstances concerning each installation.
Cut Over – Needs to be workday - not weekend
ITEM DATA CONVERSION
TEST ITEM CONVERSION
Export Data Out of Existing System (ASAP)
Item Description, Vendor, Vendor Price, Retail Price, Classifications (Dept/Sub Dept/Cat/Sub Cat), SKU, Style Code/Vendor SKU, UPCs
Provide Item information to Yellow Dog Implementation Team.
YD Converts Data into YD Import Template.
Review Session with Client
Data Clean Up
“Deadwood” removal, Complete missing data elements, data customization
Test Import to Sandbox/Test Environment
Client Review and Complete Test Item Confirmation
Import Confirmed!
POS ITEM PUSH TEST
Ideal – POS provides test instance for this. We can do it in production
Timing – Done right after Test Item Import Confirmation.
Yellow Dog activates first item “push” to POS system.
Client Confirms (Data, Bar Code Scanning, Price, Store Availability, POS Presentation)
PRODUCTION ITEM CONVERSION
BETWEEN START AND 1 WEEK PRIOR TO CUTOVER
All new items or item changes are made in old system and ADDED to Import Template.
1 WEEK PRIOR TO CUTOVER
No Item Creation in Old System
Changes to existing items are made in old system and ADDED to Import Template.
New items added to Import Template ONLY.
2 DAYS BEFORE CUTOVER
Final Import Template provided to Yellow Dog team, imported to production.
1 DAY BEFORE CUTOVER
Client confirms all Yellow Dog Inventory Data
CUTOVER DAY
Client provided Yellow Dog file containing final on-hand counts
Data needs to be: By Store, Import Identifier (Usually Old Item SKU)
Yellow Dog imports.
Client confirms.
Purchase Order Conversion Plan
PURCHASE ORDER CONVERSION
Yellow Dog to provide PO Import Template
IF Client can provide data in the required format with identifiers…
THEN
TEST PO CONVERSION
Export PO Data Out of Existing System (ASAP)
Provide PO information to Yellow Dog Implementation Team.
YD Converts PO Data into YD PO Import Template.
Review Session with Client
Data Clean Up
“Deadwood” removal, Complete missing data elements, data customization
Test Import to Sandbox/Test Environment
Client Review and Complete Test PO Confirmation
PO Import Confirmed!
PRODUCTION PO CONVERSION
BETWEEN START AND 1 WEEK PRIOR TO CUTOVER
All POs are made in old system
1 WEEK PRIOR TO CUTOVER
No PO or receiving done in old system
All PO’s Created in Yellow Dog Only
4 DAYS BEFORE CUTOVER
Final PO provided to Yellow Dog team, imported to production.
1 DAY BEFORE CUTOVER
Client confirms all Yellow Dog Inventory Data
CUTOVER DAY
Client provided Yellow Dog file containing final on-hand counts
Data needs to be: By Store, Import Identifier (Usually Old Item SKU)
Yellow Dog imports.
Client confirms.
F&B CONVERSION PLAN
Assumptions
The Yellow Dog team will work with each client to develop a plan that accommodates the timing, item data, and overall circumstances concerning each installation. For the purposes of this document, we assumed a 5 week timeline from kick off to go live. This timeline may not be appropriate for all clients, and will be adjusted accordingly.
ITEM DATA CONVERSION
INVENTORY ITEM CONVERSION
WITHIN ONE WEEK FROM KICK OFF CALL
Yellow Dog Implementation Guide will review the data import template with team to clarify all data points needed for inventory items. (Including Description, Vendor, Vendor SKU, Cost, Pack Size, Weight/Volume etc.)
WEEKS 2 - 3 AFTER KICK OFF
Client team will gather data and populate all needed fields in the provided import template.
Data will be reviewed by Yellow Dog Implementation Guide who will identify any obvious errors and omissions.
Yellow Dog Implementation Guide will review errors/omissions with client team.
Client team corrects errors/omissions and returns finalized data to Yellow Dog Implementation Guide for import of data into Yellow Dog.
Recipes
WEEK 4 AFTER KICK OFF
Client builds all batch recipes in Yellow Dog. (Batch recipes are recipes that remain on hand and might be counted in a Physical Inventory)
WEEK 5 - Go Live
At this point all inventory item data and batch recipes are in Yellow Dog, and the client is prepared to complete a Physical Inventory.
POST GO LIVE
Client will begin building and mapping menu item recipes. (Menu item recipes are recipes that are made to order and never maintain and on hand).
