These original planning resources use synthetic examples. They contain no customer results or personal records. Confirm product behavior and acceptance criteria in your proposed deployment.
Agree the scope and decision owners
Begin with the services, collection locations, users and records in scope. Map existing billing, payment and reporting responsibilities before deciding what changes. An interface with an existing system needs an owner on both sides.
Give each decision gate a responsible county role, supplier role, required evidence and acceptance decision. The sequence below is a planning template; it does not promise a fixed rollout duration or describe a completed customer project.
| Gate | Evidence to review | Decision |
|---|---|---|
| Discovery | Service inventory, data owners and interface dependencies | Approve the scope and unresolved assumptions |
| Configuration | Charges, effective dates, access roles and approval rules | Approve the configuration baseline |
| Migration rehearsal | Counts, financial totals and rejected records | Accept the mapping or repeat the rehearsal |
| Pilot and UAT | Observed normal and exception scenarios | Accept the tested scope or record required fixes |
| Cutover | Readiness checklist, rollback criteria and responsibilities | Authorize the operational transition |
| Support and handover | Support contacts, exports, manuals and access transfer | Accept the ongoing service responsibilities |
Rehearse migration before relying on imported balances
Start with an inventory of source files, formats and data owners. Define duplicate handling, mandatory fields and the treatment of records that cannot be mapped. Keep rejected records in a review queue with an assigned owner; do not silently drop them.
For a synthetic rehearsal, suppose a source file has 100 records and the import accepts 97 while rejecting 3. The count reconciles only when the 3 rejected records remain accounted for. Financial reconciliation is a separate check: matching record counts does not prove that opening balances are correct.
Record source and destination totals by relevant account or service, the mapping version, corrections and sign-off. Repeat the import in a controlled environment to test whether retries create duplicates.
Train each role on a task and an exception
A presentation alone does not establish operational readiness. Ask each participant to complete a relevant task and explain what they would do when it fails. Use synthetic records throughout training.
| Role | Practice task | Exception to rehearse |
|---|---|---|
| Cashier | Find a bill and record an agreed payment | Unclear reference or unexpected balance |
| Field officer | Capture an assigned asset or collection activity | Connection loss and conflicting record |
| Finance reviewer | Reconcile receipts and inspect the close | Unallocated payment or correction |
| Administrator | Assign and revoke access | Lost device or a user changing department |
| Supervisor | Review an approval queue | Absent approver and overdue item |
Make cutover and recovery explicit
Agree the final data cutoff, source-system access, opening-balance approval and the person who authorizes cutover. Define which services must remain available and how staff will communicate during the transition.
Write rollback criteria before starting: which failed test, unresolved balance or unavailable service would stop the transition? Identify who can make that decision and how records created during the transition would be reconciled. A backup is useful only when the recovery procedure and responsibilities are understood.
Plan support and exit together
Define service hours, incident priorities, response and resolution targets, escalation responsibilities and review periods in the proposed agreement. Keep targets separate from measured performance.
Test a sample export with its field dictionary and attachments. Agree which configuration, manuals and other materials are handed over, who receives them and how access is transferred. Actual ownership and licensing follow the agreed contract; this guide does not prescribe terms for every project.
Use the downloadable checklist to record evidence and decisions. It is an editable planning aid, not an official procurement form or a record of completed work.
Worksheets and next steps
Open the CSV files in a spreadsheet application and adapt the blank fields to your evaluation. Preserve the synthetic labels when sharing example rows. No registration is required.
Prepared as CountyERP editorial guidance. The examples explain review methods and do not certify compliance, prove a live integration or replace an agreed implementation specification.
Use the evaluation workbook to record observations, evidence and unresolved questions.