Share One Conversion Guide

What to Expect

Our professionals have successfully completed numerous conversions (system upgrades) with credit unions of all sizes. Through these experiences we have worked to streamline and standardize our process to be as organized and efficient as possible. Ideally, this process will involve a minimum of 6 months of advance preparation after the contracts are finalized and signed.

• Conversion Definition - We will work with you to evaluate and explore your databases, operations, processes, and goals. With you, we will explore the options and specifics necessary for your successful system upgrade.  Working with you we will carefully compose a list of all third party vendors currently partnering with you and record contractual and other pertinent information relevant to them.
• Site Evaluation - Our technical service team will evaluate your credit union’s unique and necessary hardware and network requirements. Upon conclusion of this assessment, a quote for hardware will be provided.
• Providing Data - We will work with you to request a test data file(s) from your current processing system service provider and other third party processing providers. A translation and data conversion of your member information begins as soon as we receive data.
• Getting Connected - Our team will begin testing the sample data after hardware is ordered, received, and has been configured.
• Third Party Certifications - All third party interfaces will be tested and certified for the live system upgrade. We strive to ensure with this process that any missing data or connections will be resolved so we can exactly replicate your existing services.
• Data Checks and Verification - Once connections are made and data is converted from each data source all processes and financial data is evaluated and verified.
• Informing Your Members - Member notification is recommended two months in advance of the planned system enhancement.
• Training and Ongoing Education Resources - Our training experts will work with you to develop a two week, customized, hands-on training plan.  All front line, operational, and administrative employees should plan to participate. After your initial training program is completed ongoing education is available with: internet access to our all encompassing, step-by-step instructional manuals; regularly scheduled webinars; and our knowledgeable customer care experts.
• Simulation Test - After the initial employee training, test data extracted from a specific business day is replicated so all employees can work hands-on with current data to experience the system processes.
• Conversion/System Upgrade - Actual current and live data is processed over a three day weekend. Employees will perform a series of testing and data checks to ensure all areas are properly executed.
• Live Week - Your conversion team partners will remain at your location to ensure your system and employees experience peak performance.
• Post System Upgrade Support – Your project manager and conversion team partners are your first line of support after system upgrade and continue to support you directly until after your first month end processing.
• Turnover to Customer Service - After the first end of month process, we ensure all functionality of the system and processes are correct. Then, a dedicated customer service professional will be introduced as your primary contact to continue your post system upgrade support.

Important Details

• Your Conversion Team - You will have a dedicated project manager that will be your main point of contact for this process. A smooth system upgrade is dependent on strong communications with your system conversion partners.
  • Always ask! There is never a question that is too small or too insignificant for your project manager.
  • Over-communication is not possible! Your conversion partners will work to establish a routine communication schedule and wants to know what type and time of communication is best for you.
  • Develop a credit union conversion team. Include the person most knowledgeable about your system from: Member service, technology, policy makers, and administration. All areas of the credit union should be represented.
• Communication - This is worth repeating, over-communication is not possible!
  • Communicate regularly with your staff - use words like: system conversion, new capabilities, new automation.
  • Be positive about the process, get excited about the future and the helpful changes and enhanced tools you will have at your fingertips.
  • Communicate with your members - use words like: new product and service capabilities, new automation.
• Things to consider - Ensure success and place a high regard on the process.
  • Place a hold on any new products, services, or major changes in operations that are not required by the system conversion, until completion of the system upgrade. It will be more efficient with regard to cost, time, and effort.
  • Place a hold on employee vacations and let them know in advance that weekend and extra time to ensure success will be key from all areas of the credit union.
  • Express confidence in your staff. Every employee is an important part of the system upgrade. Get your staff excited and help them understand the enhancements this new system will bring.
  • Make it fun! Use your imagination and be creative and celebrate the small steps. You could pick a theme for the conversion period such as football, construction, multi-port cruise, etc.

Working together, we can achieve a smooth, successful conversion from your legacy system to your NewSolutions system. Your staff and members will be rewarded with a powerful core processing system that will help you achieve new heights.