This document describes the phased approach for migrating an Association' s operational activities to the Klubs platform, focusing on a structured transition to ensure data integrity and seamless functionality.
The phasing and timing of this migration plan are designed for a full Klubs installation, including accounting integration and any linked applications. Smaller organizations or those with fewer integrated systems may plan for a shorter lead time.
If the association fails to submit data on time or submits incomplete data for a specific phase, it will jeopardize the completion of that phase within the agreed timeframe. This is likely to affect the overall project schedule and the final delivery date.
Phase 1 - Preparation
Team: Clubs, Data Team Association (input)
Due Date: D-day minus 2 months
This initial phase focuses on setting up the fundamental environment and configurations within Klubs.
Production Environment
Complete preparation of the assigned Association production environment within Klubs.
(Hosting, subdomain, ...)
Configuration
A thorough review of the complete Clubs configuration will be conducted jointly by Clubs and the Association. Special attention will be paid to settings that must be in place before the onboarding process begins, such as:
- Multi-Association: Configuration for managing multiple sub-clubs or departments.
- Email Settings: Essential email communication settings (DNS settings)
- Members: Profile settings, additional profile fields, member groups and administrative user roles.
- Membership: Defining membership types and setting up online registration procedures.
- Email Texts: Customizing various automated e-mail communications.
...and other critical system parameters.
Email Settings
Due to the significant volume of emails that Klubs will send on behalf of the Association, special attention will be paid to email settings.
This will require the implementation of specific DNS settings to ensure proper sender authentication and deliverability. Further details can be found here: https://support.klubs.be/en/knowledge-base/mail-set-up/
Accounting Integration (if integrated)
Yuki API settings: Configuration for financial integration.
Application Integration (if required)
Define the approach for linked applications, such as:
- Online Payments: Mollie Integration
- LMS - The Learning Management System
- SSO - Single Sign-On functionality.
...
Migration Approach
Clarify the main migration approach:
- Overlapping: Future planned operations will start in Klubs, while past planned operations (e.g., ongoing activities) will be managed/completed in the old system.
- Cut-off: Requires the migration of all relevant historical data for all live operations.
- Data Freeze: An established period during the transition when no new data or changes are allowed in the old system to ensure a clean migration.
Phase 2 - Onboarding (Commissioning).
Team: Data Team Association, Clubs
Due Date: D-day minus 2 months
This phase focuses on the initial transfer and validation of member data and core functionalities.
Import
The Association' s Data Team will prepare a subset of the membership database for initial import into Klubs, followed by extensive functional testing.
Email List Verification
Prior to full import, a crucial step of email list hygiene will be performed. This includes screening the list to identify and address invalid, inactive or role-based email addresses (e.g. info@, admin@) to ensure optimal deliverability and list quality.
Volume testing
The entire membership database will be imported.
Volume testing will be performed on several features, including member viewing, member search capabilities and mail campaigns.
Continuous monitoring of mail processing feedback will be maintained.
Finance
Thorough testing of financial integration (Yuki API) specifically for memberships will be conducted.
Phase 3 - Release
Team: Project Team Association, Clubs
Due Date: D-day minus 1 month
This phase marks the internal soft launch and input of operational activity data.
Project Team Walkthrough
A detailed walkthrough of the platform will be conducted with the Association's core project team to ensure that everyone is familiar with the functionalities and workflows of the new system.
Operational Datasets
Input of primary operational datasets will begin, initially focusing on different types of Activities, such as:
- Seminars
- Webinars
- Media Library
Finance
Comprehensive testing of full financial integration (Yuki API), including memberships, activities and online payments.
Application Integration
Complete testing of the integrated applications.
Phase 4 - Operational Preparation
Team: Comprehensive Project Team Association, Clubs
Due Date: D-day minus 2 weeks
This phase includes the complete onboarding of all remaining and current datasets.
Activities
Entry of all future planned activities and, if necessary, selected past activities for references (e.g., papers, images).
Mediatheque
Continuous import and organization of Mediatheque content.
Phase 5 - Live Try-outs
Team: Key Users Association, Clubs
Due Date: D-day minus 1 week
This crucial phase includes field testing by key end users.
Complete Try-out
A comprehensive try-out will be conducted by all Association administrators involved to validate the functionality in a live-like environment, ensuring smooth operation before the full public launch.
Phase 6 - Live
Team: Association, Clubs
Due Date: D-day
The official go live date, with a focus on supported rollout to the broader membership base.
High-Level Support
Klubs will provide high-level support and Association support to the broader membership and operations involved to ensure a smooth transition for all members.
Phase 7 - Platform management
Team: Project Team Association, Clubs
This ongoing phase focuses on continuous monitoring, support and further development.
Monitoring
Continuous monitoring of the system, including email delivery behavior, performance and overall system health.
Support
Ongoing support will be provided according to the established Service and Support Level Agreement (SLA).
Implementation of New Functionalities
Continuous implementation and integration of new functionalities as they are developed and released, to ensure that the platform evolves with the Association's needs.