Data Migration Guide
Seamlessly Transition from Spreadsheets or Legacy Systems to Modern Time Tracking
Overview
This guide provides a comprehensive approach to migrating your time tracking data from spreadsheets, legacy systems, or manual processes to Minute7 or Hour Timesheet. Following this structured approach minimizes disruption and ensures data integrity throughout the transition.
Migration Timeline
- Phase 1 (Week 1): Assessment and Planning
- Phase 2 (Week 2): Data Preparation and Cleanup
- Phase 3 (Week 3): Test Migration and Validation
- Phase 4 (Week 4): Production Migration and Go-Live
Phase 1: Assessment and Planning
Current System Audit
Begin by documenting your existing time tracking processes:
| Assessment Area | Questions to Answer | Documentation Needed |
|---|
| Data Sources | Where is time data currently stored? | List of files, systems, databases |
| Data Volume | How many records need migration? | Row counts, file sizes |
| Historical Data | How far back should we migrate? | Date ranges, retention requirements |
| Active Elements | Current employees, projects, clients? | Master lists with status |
| Integration Points | What systems need to stay connected? | QuickBooks version, other tools |
Planning Checklist
- Identify all data sources (Excel files, databases, paper records)
- Determine migration scope (what data to include/exclude)
- Set cutover date and communication plan
- Assign migration team roles and responsibilities
- Create backup of all current data
- Document current business rules and calculations
Phase 2: Data Preparation
Data Cleanup Requirements
Clean data is essential for successful migration. Address these common issues:
- Duplicate Records: Identify and merge duplicate employees, projects, or clients
- Incomplete Data: Fill in missing employee IDs, project codes, or dates
- Format Standardization: Ensure consistent date formats, name conventions
- Invalid Entries: Remove test data, fix impossible dates or hours
Import Format Guidelines
Both Minute7 and Hour Timesheet support flexible import formats that can be customized to match your existing data structure. The exact format will depend on your specific needs and the platform you choose.
Getting Your Import Format
For Minute7:
- QuickBooks data syncs automatically - no manual import needed for customers, jobs, and classes
- For time entry imports, contact support@minute7.com for a custom template
- Call +1 (877) 917-4177 for migration assistance
For Hour Timesheet:
- Supports multiple import formats for DCAA compliance
- Integrates with QuickBooks, ADP, Paychex, and Gusto
- Contact support@hourtimesheet.com for your specific format
- Call 1-888-780-9961 for white-glove migration service
Common Data Fields to Prepare: Employee Data: • Employee identifier (ID or email) • Name (first and last) • Department or division • Employment status • Contact information Project/Customer Data: • Project or customer identifier • Project/customer name • Associated QuickBooks customer (if applicable) • Project status (active/inactive) • Budget information (if tracking) Time Entry Data: • Date of work performed • Employee identifier • Project/customer identifier • Hours worked (decimal format) • Task description or service item • Billable status • Approval status
Important: Data Validation
Before importing, ensure:
- No special characters in IDs or codes (use only letters, numbers, hyphens)
- Dates are in MM/DD/YYYY or YYYY-MM-DD format
- Hours are decimal format (1.5 not 1:30)
- Email addresses are valid format
Phase 3: Test Migration
Pilot Group Selection
Start with a small, representative subset of data:
- 5-10 employees from different departments
- 2-3 active projects with various complexity levels
- One month of historical time data
- Include both billable and non-billable entries
Validation Steps
| Validation Type | What to Check | Success Criteria |
|---|
| Data Completeness | Record counts match source | 100% of records imported |
| Data Accuracy | Spot check individual records | No transformation errors |
| Calculations | Total hours, project totals | Matches source system |
| Integration | QuickBooks sync test | Data flows correctly |
| User Access | Login and permissions | Appropriate access levels |
Pro Tip: Parallel Running
Run both old and new systems in parallel for one pay period. This allows you to:
- Verify calculations match
- Train users without pressure
- Identify and fix issues before full cutover
- Build user confidence in the new system
Phase 4: Production Migration
Cutover Strategy
Recommended Approach: Weekend Cutover
- Friday Evening: Final data export from old system
- Saturday Morning: Import all master data (employees, projects)
- Saturday Afternoon: Import historical time entries
- Sunday Morning: Validation and testing
- Sunday Evening: User communication and access setup
- Monday Morning: Go-live with support team ready
Migration Sequence
Follow this specific order to maintain data relationships:
- Company Settings: Configure departments, locations, policies
- QuickBooks Integration: Connect and sync customers, jobs, classes
- Employees: Import all active employees first
- Projects/Clients: Import from QuickBooks or CSV
- Historical Time: Import past entries (if needed)
- Current Period: Begin fresh tracking
Post-Migration Activities
Week 1 After Go-Live
- Daily check of time entry compliance
- Monitor for import errors or missing data
- Gather user feedback via survey or meetings
- Address login or access issues immediately
- Verify first approval cycle completes successfully
Month 1 Milestones
- Complete first payroll cycle using new system
- Generate and review first client invoices
- Compare reports with historical baselines
- Document any custom configurations needed
- Schedule follow-up training for strugglers
Common Migration Challenges & Solutions
| Challenge | Solution |
|---|
| Resistance to change | Emphasize time savings, provide extra training, identify champions |
| Data quality issues | Clean data before import, use validation rules, manual review |
| QuickBooks sync errors | Ensure QB is updated, check user permissions, contact support |
| Historical data gaps | Document what's missing, keep old system read-only access |
| Custom field mapping | Work with support to map unique fields, use notes fields |
Rollback Plan
Emergency Rollback Procedure
If critical issues arise, be prepared to revert:
- Keep old system operational for 30 days minimum
- Maintain daily backups of new system data
- Document rollback decision criteria
- Have communication plan ready
- Export any data entered in new system
Support Resources
Available Migration Support
Minute7 Support:
- Email: support@minute7.com
- Phone: +1 (877) 917-4177
- Live chat during business hours
- Migration assistance included with setup
Hour Timesheet Support:
- Email: support@hourtimesheet.com
- Phone: 1-888-780-9961
- DCAA compliance consultation available
- White-glove migration service for larger teams
Ready to Migrate Your Time Tracking?
Get expert migration support and start your free trial today
Need Help Deciding?
Minute7: +1 (877) 917-4177 • Hour Timesheet: 1-888-780-9961
Pricing and contact information subject to change. Please verify current details on vendor websites.