Pre-Migration

• The migration team will send a kick-off email to each agency to determine their migration eligibility
  
  
  • The email will ask the agency to complete an assessment to determine when they will be eligible to move to HawkSoft 6, depending on feature utilization and agency complexity. 
    
    
    
• The migration team will work with the agency to schedule their migration
  
  
  • After reviewing the agency’s assessment, the migration team will work with the agency to schedule their migration period.
    
    
  • If the agency is eligible for immediate migration, the agency will move forward to the next step (the sandbox). 
    
    
  • If the agency is not eligible for immediate migration, the migration team will let them know and will contact them in the future once they are eligible for migration.

See the action items for your agency before migration

The Sandbox

• The agency will be given access to a HawkSoft 6 sandbox (test database) for 2 weeks before their final migration
  
  
  • The migration specialist will schedule a meeting with the agency to help them install and access a HawkSoft 6 sandbox (test database) with the agency's data. They will provide information about the migration process, show the agency how to navigate the sandbox, and answer any questions the agency has.
    
    
  • Some items will not be available in the sandbox as they will still be connected to the agency's live database, including:
    • Carrier downloads
    • E-Signature integration
    • Texting / phone integration
    • QuickBooks integration
    • API integrations (any products enabled in the HawkSoft Marketplace)
      
    • Working documents (documents that must be checked in/out by users)
  
  
  
• The agency will review their data and practice new workflows in the sandbox 
  
  
  • The agency will compare and practice new workflows in the HawkSoft 6 sandbox, while still performing all work functions in their previous HawkSoft 5 database, which remains the source of truth during this period. Training is the agency’s responsibility and will be vital to their success in HawkSoft 6.
    
    
  • Client and policy data entered in the sandbox at this time will be overwritten during the final data migration. However, some settings and configuration can be updated at this time and will carry over (see our sandbox checklist for details).
    
    
  • The agency will review their data to make sure everything appears as expected in HawkSoft 6, and do any necessary data cleanup in their HawkSoft 5 database in advance of the final migration.
    
    
  • At the end of this period, the migration team will coordinate with the agency to schedule their final data migration. There will be no way to revert to the agency’s previous HawkSoft database after the final migration.
    

See the action items for your agency during the sandbox stage

Final Migration

• The HawkSoft 6 sandbox will become the agency’s live database after a final data migration
  
  
  • One day prior to the final data migration, final preparations will be completed:
    • All users must run a migration utility to update remaining settings in HawkSoft 6.
    • Downloads will be disabled in the agency's HawkSoft 5 database. We recommend that the agency does not run any third-party downloads (e.g. Progressive) on this day either, for consistency.
      
      
  • Downtime is expected to be minimal during the final migration (under 1 hour for most agencies).
    • During this time, users will not have access to the HawkSoft 6 database, and will have read-only access to their HawkSoft 5 database.
    • Attachments may take longer to be migrated, but the agency may continue to work in HawkSoft 6 while the attachment upload completes.
      
      
      
• The migration team will help the agency perform final configuration of their HawkSoft 6 database  
  
  
  • The migration team will direct downloads and integrations to the HawkSoft 6 database instead of the previous database, and will show the agency how to do final configuration on one workstation. The HawkSoft 6 database is now the agency's live database.

See the action items for your agency after the final data migration

Post Migration

• The migration specialist will have a final meeting with the agency
   
  • The agency principal will retain access to a local read-only copy of their HawkSoft 5 database for future reference. This copy will not include attachments. 
    
    
  • The migration team will release the agency at this point, and users will contact Product Support moving forward if they have questions about HawkSoft 6

• The agency’s billing will be updated to reflect HawkSoft 6 pricing
  
  
  • Billing for HawkSoft 6 is expected to go into effect on the first of the month following the final migration date. A prorated credit may be applied based on your final migration date.
    
    
  • Moving forward, HawkSoft Cloud invoices will be sent shortly after the first of the month, covering that month's billing, to be automatically paid on the 15th of the month. All customers will be billed monthly, including those who previously paid on a quarterly or annual basis. 
    
    
  • All future billing changes will go into effect as of the first of the following month. Billing changes will not be prorated and will be subject to a duration of at least 1 month.