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Salesforce Org Migration Best Practices

16 Mar

Companies go through a lot of changes. Mergers and acquisitions, companies, spinning off, or getting dissolved, these are all part and parcel in a business scenario. But can your IT road map overcome the future complex hurdles?

It’s observed that 70% of acquisitions fail and the primary reason is being the lack of an adequate roadmap to realize IT synergies. It’s essential for business leaders to be in sync with the business changes to work – Salesforce Org Migration is one of them.

Most of the CRM projects revolve around some form of data migration that arises from legacy systems being replaced with new digital infrastructures, like Salesforce, so migration has to be executed in a way that’s testable and repeatable for an optimal outcome without impacting the business.

Salesforce Org Migration can happen in the following scenarios:

Importing records from one organization to another in itself is an arduous task, which includes most crucial customer data of both the companies. It requires that you have an in-depth experience of the best practices that can be applied during migration. If this job is too much for you and your organization to complete, it’s advisable to reach out to a consulting partner, like Solunus.

What is required to import all your data from an old org to new org? Primarily, the process involves four steps:

1. Analysis

This step includes a thorough impact analysis of both source and target org. It also requires to identify the in-scope and out-of-scope elements for the org migration activity. Also defining the roadmap that can help the organization to manage their business more effectively and efficiently with great customer satisfaction rate.

2. Metadata

This step involves laying down the foundation in the new org by migrating all the configuration, customization, and business processes and implementing the industry-wide best practices.

3. Data

This step involves Data cleansing, Data mapping and migrating all the data, keeping the relationship intact with inter-related objects.

4. Testing, Testing, Testing….

It is extremely important to execute the above steps with clearly defined phases and apply best practices all through the way for a seamless Salesforce org migration. At Solunus, we have come up with a set of questions that you can ask yourself at each stage of the migration process, take a look.

During the Analysis phase:

  • Identify which org to be the source/target org?
  • Will there be an impact on business processes?
  • Will there be an effect on OWD, record level security?
  • Do they have enough licenses in target org? Or do they need to buy any feature licenses?
  • What will be the total role count? Will there be any role hierarchy changes?
  • Is multi-currency enabled in target org? If not, do you need to enable it? And also identify the corporate currency?
  • Do you need translation workbench?
  • Determining if your target org is reaching the governor limit when source org metadata or data is moved?
  • Do you require field history tracking and chatter feeds?
  • What is the deployment strategy, deployment plan, and cutover plan?
  • Define the exit gate checkpoints at each phase

During the Metadata Migration phase:

  • Identify the tools you’d need for metadata deployment?
  • What is the sequence of metadata to be deployed?
  • Identify and execute any pre-deployment steps? Like Quotes, Person Accounts need to be enabled.
  • Identify and execute any post-deployment steps? Like FLS, record type access
  • Identify the developers who can perform the Unit testing end-to-end.
  • Identify the QA team to conduct testing for both existing and new functionality.

Once the metadata is migrated, another important task is to execute data migration and ensure the business has no impact on their routine BAU processes:

During the Data Migration phase:

  • What is the data volume? Do you need to push all the data or pushing last six months or 1-year data to start with (Minimize the amount of data to be migrated, and in phases, all the data can be migrated)? Understand what business needs and prioritize the objects and data volume associated with it.
  • Identifying which ETL tool will be best suited for your requirement?
  • Executing the data cleansing activity – validate source data before migration
  • Do you have an order of data (objects) to be migrated?
  • Addressing the attachment/files migration.
  • Disable or turn-off the email deliverability, triggers, validation rules, workflows, and process builder
  • Capture the legacy record ids which helps in identifying and updating the data in target org
  • What is the testing strateg plan, data migration plan?
  • What is the communication plan to all the business stakeholders and providing them real-time updates?

During Testing Phase:

  • Identify the QA team who can perform testing end-to-end after each activity
  • Who will be validating the data whether all the records got migrated, all the respective fields got mapped, ownership is correctly assigned, users are having access to their records, UX is the same as before
  • Do we have any duplicate records?
  • Identify which environment QA will be testing like developer pro, partial, or a full copy?
  • Prepare a plan for QA testing in all the environments as it will be crucial to get basic errors out before customer points.
  • Thorough testing, testing, and testing for each object and fields.

Benefits of Org Migration:

But with benefits we also have risks:

Conclusion:

Salesforce org migration is the primary aspect of establishing a robust IT setup for your business to progress. When we move from one Org to another, it is vital that data flow happens seamlessly and without any hiccups. It is the responsibility of your Salesforce partner to see that everything remains intact during Salesforce org migration, and they must ensure that there are no duplicate records created during the migration. If your business is going through Org Migration and finding it difficult, do contact us. We are here to help you in analyzing and providing the optimal solution.

About Solunus:

Solunus, a North-American based Salesforce Gold Partner, prepares businesses for their next-generation customers. Established in 2014, we simplify Salesforce for you to build more meaningful customer relationships. We partner for a win-win arrangement with clear ROI that the client realizes by the end of the engagement. Our 350+ years of cumulative industry exposure and Salesforce experience underpin our position as the right Salesforce partner. We are a team of Salesforce Certified Professionals, CRM Architects, and certified Agile Scrum Masters with a passion for making a difference.

About the Author:

Working as a Technical Architect for Solunus Inc., Dilip Singh is very keen at developing Solunus’ technical expertise. With over 11 years of experience, Dilip is skilled at migrating from legacy systems (like Siebel, SharePoint) to Salesforce. He has hands-on experience in integrating Salesforce with SAP, Siebel, and on premise systems.