Hello! If you’re reading this guide, you are the administrator of an ETO (Efforts to Outcomes) database. Your database has legacy features including POS (Points of Service) and Assessments, and you’ve opted to migrate these legacy features into TouchPoints (ETO’s newer solution). By following the steps in this guide for each of your PoS and Assessments, you can successfully migrate over to TouchPoints on your own.
Note: You may prefer to hire Bonterra to migrate your data to TouchPoints instead. To understand fees for this option, reach out to your Account Team at accountmanagement@socialsolutions.com.
High-level overview of steps:
Create TouchPoints to capture your legacy data
Migrate your legacy data into your new TouchPoints
Step-by-step instructions:
Create TouchPoints to capture legacy data
Key Points to remember when creating TouchPoints for Points of Service:
The data collected on Points of Service can vary by program even though the point of service might share the same name as another point of service in another program.
Potentially, you could create one TouchPoint for all the Points of Service in your legacy ETO.
The data collected on Points of Service can vary by program even though the point of service might share the same name as another point of service in another program.
Potentially, you could create one TouchPoint for all the Points of Service in your legacy ETO.
Assessments are most like TouchPoints in that they can be recorded for different subject types: Participant, General, Entity, Family, and Staff and they are managed at the site level. You will probably want to create a TouchPoint for each assessment you are migrating.
Assign the TouchPoint security to match the Assessment Type and program that is assigned to the Assessment or the Point of Service Type and Program. So, for example, if Assessment A is an Assessment Type = Participant and the programs that have Assessment A enabled are Program A and Program B, then you will need to set the TouchPoint security for the Enterprise Manager, Site Manager, etc. for Programs A and B and for Participant and / or Multiple Participant subject types. Please see the article on setting TouchPoint security.
Remember to create some migration fields in a separate section on your TouchPoint to capture some system information from the legacy data, making sure to include the following:
Staff Name – Text
Unique ID – Text (capturing Effort unique ID of PoS, or Survey Response ID of Assessment)
PoS or Assessment Name - Text
Migrate legacy data into TouchPoints
Export legacy data
For Points of Service, you can export the Points of Service data using either a Results Report (recommended) or the Query Wizard.
Results Report – You can create a Results report that will export all PoS data at once.
Query Wizard – You can query and export one Point of Service at a time with the query wizard. Please see the article for using the Query Wizard.
For Assessments, you can export Assessment data using a results report (recommended) or the Survey / Assessment Flat File report.
Results Report – You can create a results report that will export all the Assessment data at once.
Survey/Assessment Flat File – You can export one assessment at a time with the Survey / Assessment Flat File report. Please see this article on how to use the Survey / Assessment Flat File.
Export the data as an excel file.
For file attachments – if there are any files attached to an Assessment, you will need to download them manually and upload them manually. You can’t use batch upload to upload file attachments. To download the file attachments for an Assessment, use the Survey / Assessment Flat File report and click the link “Click here for the Assessment File Attachment Report” to see the file attachments attached to any assessments. These need to be downloaded and then manually uploaded after the batch upload of assessments to TouchPoints. You will see a table like this:
You will need to click on each filename to download the attachments to your computer and print the table as a pdf as a reference for when you are ready to upload the attachments after the Assessments have been uploaded to TouchPoints. You can search for the participant and the migrated Unique ID and migrated Assessment Name to find the correct TouchPoint response to upload the file.
Manipulate legacy data
Mapping your data from legacy data to TouchPoints – Unless you have significantly changed the questions when creating the TouchPoint to capture the assessment data, then your mapping should be one to one. If you’ve created a single TouchPoint to capture all your Points of Service, you may need a simple mapping document. If you’ve created the TouchPoint to match the questions in all Points of Service and the effort qualifier questions, then you can use the TouchPoint batch upload template to create a mapping document in order to map the extracted data to the new questions on the TouchPoint.
Creating the batch upload template – for each new TouchPoint you created, download the batch upload template for each new TouchPoint and save them in your TouchPoint templates folder.
Cleaning data – you shouldn’t have to do much cleaning of data if you’ve created the questions on the TouchPoint with the same data type and selections (if a list question) as the questions on the Point of Service or Assessment. If the list selections did change on the TouchPoint, then you will need to find/replace the old selection to the new selection. Once you’ve finished cleaning the exported data. Then, you can make a copy of the TouchPoint template, cut/paste the exported data into the correct column of the TouchPoint template.
Import legacy data into TouchPoints using Batch Upload
Please see this article on how to batch upload TouchPoint responses.
After you’ve uploaded all the legacy data into TouchPoints, then you can start uploading the file attachments to the correct TouchPoint response for each participant using the pdf reference you printed when downloading the file attachments.