Valley Community Services Data Migration Case Study
Executive Summary
Valley Community Services (VCS) is a not-for-profit agency dedicated to providing supports for people with intellectual disabilities throughout Pennsylvania. They provide a wealth of supports up to and including: Residential, Day Programming, Supported Employment and Home and Community Rehabilitation. VCS also provides Early Learning Services in Cheswick, PA.
Contract Date: August 30, 2018
Completion Date: September 24, 2018
Industry: Non-Profit
Active Employees: 556
"Providence made it possible to go-live on time.” Khris Brosius, HR Director
Problem Statement
As part implementing a new enterprise HCM
system, VCS was responsible for preparing 3 years of active and inactive employee data to migrate from their legacy HCM system to their new HCM target system. VCS realized they did not have the time or workforce available to complete the data migration on time and would not be able to meet their January 2019 Go-Live objective.
Data Migration Challenge
After 30 yrs. with their previous vendor, VCS selected their next generation HCM solution. VCS was responsible for preparing 3 years of active and inactive employee data to migrate from their legacy system to their new HCM target system. VCS knew they were responsible for preparing their data for migration, however they did not understand the depth of work that was required to complete the task. Facing an Oct. 1 deadline for the data import to their new platform, VCS’s options were to delay their go-live, hire two additional people to carry out the work, or select a partner.
PRICE VS. COST EXECUTIVE DECISION
VCS's leadership considered the negative consequences of missing the Go-Live date into their decision making:
- Additional cost to retain access to legacy system
- Additional cost and workload from crossing 2 tax years
- Adding work onto an already overburdened workforce
- Additional cost of supplemental staffing
- Unacceptable risks from potential data-related mistakes
After reviewing the negative consequences, VCS leadership decided the costs and risks were too great. To address those challenges, they chose the Providence Data Migration Xpert Package, a turnkey solution that combines Providence’s extensive HCM implementation experience and world-class data management expertise. The proprietary HCM Xpert Series software tools offer a complete HCM data migration solution that is fast, accurate, and at a lower cost than a manual process.
Business Outcomes
Within 15 business days, the Providence Data Migration Team guided VCS through a defined process leveraging Providence’s HCM Xpert Series software tools to deliver all required data ready for import into their new platform. The data migration effort was completed on September 24th, 7 days ahead of the October 1st deadline. After redirecting the initiative back on track with a successful Data Migration, VCS went live with their new Payroll module on January 4, 2019 and is now able to retire their legacy platform.
“I am grateful that Providence was able to step in to help. We were nervous in the beginning but once we got rolling everything was OK. We would absolutely recommend Providence.” Deborah Lanzo, Chief Administrative Officer
“The best part of working with Providence was their people. Providence was always positive, very knowledgeable and confident in doing what was needed to be done, even when there was unknown.” Khris Brosius, HR Director
