Data Updates - Remap Your Data: What to Expect

Remapping your data can be a necessary and helpful step, but we know it can also feel stressful or time-consuming. So let’s talk about how the ClearGov data team can help you remap in the ClearGov system to match your ERP.

Overview

A data remap takes the existing ClearGov data and maps it into the format needed to accurately reflect your current account structure from your ERP. After you submit your information through a data request, our data team reviews the remapping request to confirm the approach and timing.

Typical Timeline

Data remaps can take time. In most cases, you can expect:

• 10–20 business days to complete the remap
• The timeline depends on the complexity of your data and any follow-up required

Our recommendation is to plan ahead, especially if you have a deadline in mind. 

The Step-by-step Process

Here’s what happens when you request a remap:

1. Send in your data. We require a “crosswalk” file that includes your old account number/description listed next to your current account number/description.

   Note: You can select any image below to zoom in.
   The “crosswalk” file allows the data team to properly process and move all of the historical data accurately.

2. A Senior Data Update Consultant reviews your submission. The consultant checks the data and will determine what’s needed to proceed.
3. ETA confirmation (or follow-up questions).
   •  After the review, the consultant will:
     • Confirm the expected timeline
     • Reach out with questions if anything needs clarification
4. The data team will request a meeting. You will be asked to meet with the consultant before work begins or is finalized.
5. Remap completion. Once requirements are confirmed and any follow-ups are resolved, the remap is completed and delivered according to the agreed timeline.  You can either self-review or review with the data team. 

How to Prepare (recommended)

To help keep timelines on track:

• Send data as early as possible if you know you have a data remap coming up.
• Provide your crosswalk file when you submit your request.
• Be ready for follow-up questions or a short meeting to get things started.

Consider pressing pause on data remapping when:

• You are actively in a budget cycle. 
  • Changing the chart of account structure might cause confusion for contributors submitting requests and editors approving them. 
  • Data could be lost if you are in the middle of your budgeting cycle or building a budget book. Whereas at the end of your budget cycle, data loss can be mitigated by locking your budget book, exporting operational budget information, etc. 

Need help planning?

If you'd like assistance, you can share your target deadline and planned submission date with your Client Success Manager. They can help manage expectations around timing and identify the most useful information to include for a smoother review process.  

Or you can reach out to the Data team via the request form, and they will follow up with you. 

FAQs

Can you complete a remap faster than the estimated timeline?

Sometimes, yes, but the expected timeframe (typically 10–20 business days) is based on our review and confirmation steps. If your remap involves complex data or requires clarification, it may take longer. When you submit your data, our Senior Data Update Consultant will confirm an ETA based on what’s needed.