Migration

Move the active caseload without rebuilding the old system.

A good migration protects the agency record and changes the process with intention. Start with the work staff need now, map it to the child record, and verify the transfer before cutover.

Start with fictional dataAsk about migration
  • No paid subscription is required to test the target model
  • The active caseload comes before low-value history
  • Source truth is mapped by record, not guessed from damaged fields
  • The agency keeps a rollback path until reconciliation is complete
The migration sequence

Four decisions before the old process turns off.

The transfer is only one part. Ownership, source truth, access, and reconciliation determine whether staff can trust the new record on day one.

  1. 01 · Inventory the source

    List each system, spreadsheet, shared drive, and paper tracker that holds a fact the agency still needs.
    • Identify the authoritative source for each field
    • Separate active records from historical reference
    • Name data that cannot be trusted without review

  2. 02 · Map the operating concepts

    Map source fields to the Tiny Solutions child record instead of recreating every legacy screen and label.
    • Child identity and family contacts
    • Referral and EI Hub episode details
    • IFSP, authorization, service, and document history

  3. 03 · Prove the path safely

    Use fictional records to test the field mapping, role visibility, and staff workflow before protected information moves.
    • Confirm agency permissions
    • Test dates, identifiers, and missing values
    • Record the rollback and source-retention plan

  4. 04 · Reconcile before cutover

    Compare source totals and a reviewed sample against Tiny Solutions, then decide when staff stop writing to the old system.
    • Count imported, unchanged, and rejected records
    • Resolve orphaned assignments and documents
    • Keep the source export until acceptance is recorded
Scope

Move what the agency must use, then decide what history earns the cost.

A blanket import carries old duplication and dead fields into the new product. The first pass should support current work and required recordkeeping.

First-pass records

Start with records staff must find, act on, or produce as evidence during the cutover period.
  • Active and intake-stage child records
  • Current staff, assignments, and access roles
  • Open referrals, plans, authorizations, and deadlines
  • Documents and history required for current operations

Second-pass history

Keep lower-use history in the source export until the agency confirms a reason to make it searchable in Tiny Solutions.
  • Closed records outside daily work
  • Duplicate attachments and legacy report copies
  • Fields with no present owner or business meaning
  • Rows that fail identity or relationship checks
Cutover readiness

Staff need an operating plan, not a data dump.

The agency should know who approves the mapping, who reviews exceptions, and where staff work during the transition.

Name the owners

Assign one person to each decision before any transfer begins.
  • Agency owner approves the cutover and source retention
  • Operations lead approves field meaning and current caseload
  • Security lead approves the protected-data transfer path
  • Record reviewers resolve exceptions without guessing

No direct connector is implied

Tiny Solutions does not claim a live ProviderSoft connection or universal importer. The source export must be reviewed before a transfer path is promised.
Describe the source system
Acceptance checks

A migration is complete when the agency can prove the record.

A transfer report that says complete is not enough. Owners need visible counts, reviewed exceptions, and a tested way back to the source if a fact is wrong.

Record checks

Compare source and destination by stable identity, not by display order or a field that may already be damaged.
  • Expected and actual record counts agree
  • Required relationships resolve to the correct child and staff member
  • Dates, identifiers, and document ownership survive the transfer

Workflow checks

Have staff complete a small set of real tasks with fictional data before the operating cutover.
  • Find a child and identify the next action
  • Invite a staff member and verify the intended access
  • Export a record and confirm that the agency can read it
Start without moving data

Test the target model before committing to a cutover.

Create a free agency, use fictional records, and see whether the Tiny Solutions child record fits the way your team works.

Do not send protected information until a reviewed transfer path and appropriate agreements are in place.

Start with fictional dataAsk about migration