Overview

This guide walks you through the complete process of importing data into Portico CRM and Portico SIS—from preparation to final sign-off. It ensures accuracy, completeness, and clear accountability at every stage, with a step-by-step explanation of your role throughout the implementation.

Our goal is to give you confidence in the integrity of your data, supported by a transparent, trackable process. If you encounter any issues during your review, don’t hesitate to reach out—we’re here to support a smooth and successful import.

Data Import Process

1. Gathering Data
2. Data Sample
3. Data Validation
4. Data Mappings
5. Final Data Submission
6. Data Import
7. Data Verification
8. Client Acceptance/Sign-Off
9. Data Project Release

Gathering Data

Data Sets

A data set is a defined group of related data. The data sets used for import are designed to meet the core requirements of Portico CRM/SIS.

Recommended Data Sets

For a complete list of data sets and specifications, please see the following knowledge base article: Data Specifications (CRM/SIS)

Note: If you're tracking specific data for import, but don't see it listed in the provided specifications, please contact your project data specialist—additional specifications may be available.

Data Sample

To help us prepare for your import, we ask for a data sample prior to the final data submission. The data sample is used to build data-change scripts used for each import.

When It’s Due

• A schedule of due dates will be provided for the standard data sets used for import. Please adhere to the timeline provided to ensure your implementation remains on schedule. Sample data is typically due 3 weeks prior to the final data import.

What the Sample Should Include

1. All students with an enrollment start date within the last two years + 25–50% of your total historical records. 
2. A variety of statuses should be provided in the historical data sample e.g. active, graduated, dropped/withdrawn, etc.
3. The data sample should reflect the diversity of what you'll submit for final import.The more variance in student statuses, dates, and scenarios overall, the better.

Reminders

• The sample is not imported. It is used for data validation only.
• Your final data submission must include all data, even records previously submitted in the data sample.

Note: A robust data sample ensures a smoother final data import experience.

Data Validation

The validation process is a quality check that ensures your data fits the business logic of the CRM/SIS as well as the configurations you have built during implementation. It helps catch issues like missing required fields, incorrect data types, or values that don’t match system lists.

Before your data is imported, we run a validation check, this includes:

• Verifying that all mandatory fields are populated
• Confirming the accuracy of provided data types
• Validating that values correspond to those in the predefined inventory list
• Ensuring compliance with the system’s required business logic

Data Mappings

As part of the data validation process, all input values requiring alignment with predefined inventory lists are verified for accuracy. Any discrepancies identified during this validation will be documented and shared with the client. The client is responsible for determining whether each unmatched value should be added as a new entry or mapped to an existing one. A structured worksheet will be provided to facilitate this review and decision-making process. 

Final Data Submission

To keep your project on schedule, all data must be submitted by the scheduled cut-off date and follow the required specifications.

Submission Guidelines:

1. Submit one file per data set. If you have more than one file for a data set, consolidate them before submitting.
2. Follow formatting requirements exactly as outlined in the Data Specifications.

Important Notes

• Data submitted late or in the incorrect format may delay your go live.
• If data is submitted after the deadline, it may not be included in the import.
• Additional data may sometimes be added after go-live as a Data Service based on your contract terms. Additional charges may apply.

Data Import

The finalized dataset undergoes a re-validation process to confirm readiness for import. Upon successful validation, the Portico data team proceeds with the import operation. Once the import is complete, the data is available for client verification. 

Data Verification

Verification is the process of confirming that imported data is accurate. This process is critical to a successful implementation.

It is the responsibility of the school to compare the imported data to the data that was provided to ensure data accuracy. Any discrepancies should be noted and provided to the data import team. No changes should be made to the imported data until the data import team has completed their review and provided further instructions.

Client Acceptance/Sign-Off

After completing data verification, the school must provide formal written approval confirming the data’s accuracy. This confirmation should be sent by email to the assigned Implementation Consultant with the Data Services team copied, to verify that the review has been completed, and the data is approved.

Editing is prohibited in Portico CRM/SIS until sign-off is complete. This prevents changes that may affect our ability to correct any issues related to the data import.

Sign-Off Checklist:

1. Confirm all data has been verified - All imported data matches the data submitted.
2. Complete a formal sign-off - this confirms the data is accurate and ready to go live. Your sign-off indicates your acceptance of responsibility for the data's accuracy. Specific instructions on how to provide your data sign-off will be provided by your data specialist.

Important Notes

• Any errors found after data sign-off has been submitted, must be corrected by the client.
• Additional work after data sign-off is considered a Data Service based on your contract terms. Additional charges may apply.

Data Project Release

Upon receiving data sign-off confirmation, the Portico data team will notify both the Implementation Consultant and the client of the milestone completion. This milestone signifies the conclusion of all data-related activities for the project. 

Any modifications, updates, or additions requested after this point will be classified as a Professional Service by the Data Services department. Such services may incur additional fees.