Constraints on Contributions and Membership data set merge

[WaltH]

We are attempting to integrate Contributions data from a stand-alone computer and Membership data on a server, as described in example 2 of the Knowledge Base article "Combining Multiple Data Sets". The Membership data on the server is current, but member data is not perfectly aligned between the two data sets. Contribution data names are consistent with information obtained from checks and pew envelopes, while nicknames are often used in Membership mailing list, family key and profile data. Profile order and assignment of envelope numbers for other family members may also vary between data sets.

We would appreciate clarification of the statement that “the exact same envelope numbers (must be) assigned between the two sets of data”:
1. Is it necessary that family key name/profile number/family member name/envelope number combinations match for all families in both data sets?
2. Is it sufficient that the same envelope number(s) be associated with the same family key in both data sets?
3. Or is it sufficient that family member name/envelope number combinations match, without regard to assigned family key or profile numbers?
4. Must family key names and/or family member names match exactly, character for character, between the Contributions and Membership data sets?

Will a name mismatch between Contributions and Membership data be reported in an error message during restoration of a Contributions data set? Are error messages logged in a user-accessible file?

[NeilZ]

In this entire process, I'm going to assume that the versions of Powerchurch being used are the same!!. If not, I would upgrade whichever computer to the higher version being used first before proceeding otherwise the program will not allow any restore process to continue.

We would appreciate clarification of the statement that “the exact same envelope numbers (must be) assigned between the two sets of data”:
1. Is it necessary that family key name/profile number/family member name/envelope number combinations match for all families in both data sets?

Not sure how you're trying to merge data. If you're trying to merge the Membership, well, that's not going to happen. This type of data you're going to have to update manually. What is described is backing up and restoring the Contributions data only, and the merge will require what I'm going to relate in your item #2.

2. Is it sufficient that the same envelope number(s) be associated with the same family key in both data sets?

The envelope number is assigned to the Personal Profiles not the family key. While in most cases the number on the profile sequence 1 & 2 are the same, in other cases they are not. These numbers must be the same as assigned in the database with the Contributions data. So if Sara Smith has 104, and Tom Smith has 105, this must be assigned correctly on the machine with the good Membership data prior to restore of the Contributions data on that machine.

3. Or is it sufficient that family member name/envelope number combinations match, without regard to assigned family key or profile numbers?

See above. The ONLY link between the Contributions data and membership is the envelope number, so they MUST be the same for the Data to be restored properly to the correct Personal Profile.

4. Must family key names and/or family member names match exactly, character for character, between the Contributions and Membership data sets?

No, see #3 above

Will a name mismatch between Contributions and Membership data be reported in an error message during restoration of a Contributions data set? Are error messages logged in a user-accessible file?

No, again see above, but the restore is simply that, a restore, it does absolutely NO checking of any data.

My advice is this:

Follow the instructions in the Knowledgebase article:

• 1. Run a Full backup on both machines to be safe. Then run a Contributions Files backup on the Contributions database. Do not do the Contributions, Mailing List & Profiles backup. You'll overwrite your membership data on the 'good' database.
  
  2. Run the Envelope Numbers List report on the Contributions computer in an Alphabetic Sort.
  
  3. Assign the numbers as shown in the list to the Personal Profiles in the good Membership database. The easiest way to do this is by using the Personal Profiles module's Maintain Personal Profiles then verifying/updating the envelope number in each profile to the report, saving and clicking Next.
  
  4. Add anyone to the good Membership Database who is NOT listed there already. This should be done prior to the Contributions restoration process otherwise you may lose the tracking and assignment of an envelope. I'd do this after step 3, easier to do this at the end, rather then stop and have to figure out where you need to resume.
  
  5. Restore the Contributions Only backup to the 'good' machine, run the Envelope Numbers List report on this machine, then compare this report to the original from the other machine. The report should be the same with the correct people assigned to their proper envelope number. If not, make the corrections, then restore the Contributions Only again.
  
  If the list still doesn't come out right ... then restore the full backup to the 'good' machine and start again. As I said, the ONLY link between the two areas of the database is the Envelope Number it must be assigned to the proper Personal Profile for this to work.
  
  6. Now you can update the 'good' database with any Membership module information (Family Mailing List or Personal Profile) that may need to be corrected.
  
  7. Once everything is updated, you can do a FULL backup of the merged database.

Hope this helps.

[WaltH]

Neil, thank you very much for your detailed response.

I have completed steps 1-4 of your recommended procedure. After steps 5-7 on the test computer, we will generate and verify several reports including mail merge lists, envelope numbers and directory before restoring the Membership, Contributions and Profile data to the operational server.