Confirm Your Data Cleanup
After cleaning up your data, run the Totals Worksheet provided in the Clean Up Data process to confirm all your work is complete. This is also how you'll get the analysis report that you'll need to submit in order to start your migration.
- On the File menu in your PDS program, click Test/Fix/Clean Up Data > Clean Up Data.
- Click Yes to continue with the process.It may take a few minutes to examine your data.
- At the bottom of the first window that displays, click Print Totals Worksheet.
- Click Yes to confirm that you're ready to print the Totals Worksheet.
- Click Yes to confirm that you want to print the details.
- Click Print, then select Print to File.
- Beside the Where field, click the button with the three dots (…), and navigate to a location on your computer where you can save the file and find it later (such as your desktop).
- Enter the File name as your parish name, a dash, and your parish city (such as "Holy Trinity - Columbia.pdf"), then click OK to save the file.
- Open the Totals Worksheet PDF you saved.
- Locate each of the following in your worksheet, and confirm the contents and counts:
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Families With No Last Name – The count should be zero.
If it's greater than zero, go to the second window ("Families in Church or Formation") of the Clean Up Data process, and click Show List beside this item. Then, manually correct each of the Family records listed.
- Families With No Members and No Donations – The count should be zero.
If it's greater than zero, go to the second window ("Families in Church or Formation") of the Clean Up Data process, and click Add Head & Spouse beside this item. This creates head and spouse Member records based on the family name.
- Families With No Members, but With Donations – The count should be zero.
If it's greater than zero, go to the second window ("Families in Church or Formation") of the Clean Up Data process, and click Add Head & Spouse beside this item. This creates head and spouse Member records based on the family name.
- Families With Members but No Head or Spouse Member – The count should be zero.
If it's greater than zero, go to the second window ("Families in Church or Formation") of the Clean Up Data process, and click Add Head beside this item. This creates head and spouse Member records based on the family name.
- Family Letters/Calls/Etc Entries before 01/01/2020 – The count should be zero.
If it's greater than zero, go to the second window ("Families in Church or Formation") of the Clean Up Data process, and click Delete Entries Before 01/01/2020 beside this item.
- Duplicate Families – The count should be zero.
If it's greater than zero, go to the second window ("Families in Church or Formation") of the Clean Up Data process, and click Show List beside this item. Then, close the Clean Up Data process and use the Combine Families process to combine each of the Family records listed as well as any duplicate family members.
- Member Letters/Calls/Etc Entries Before 01/01/2020 – The count should be zero.
If it's greater than zero, go to the third window ("Members in Church or Formation") of the Clean Up Data process, and click Delete Entries Before 01/01/2020 beside this item.
- Duplicate Sacrament Places – The count should be zero.
If it's greater than zero, go to the fourth window ("Duplicate Sacrament Places") of the Clean Up Data process, and follow the on-screen instructions at the top to combine matching churches into a single entry.
- Sacrament List – Each sacrament should only be listed once, including different spellings of the same sacrament.
If you have duplicate sacrament names, go to the fourth window of the Clean Up Data process, and combine the duplicate sacraments at the bottom of the screen.
- Funds With Bad Totals – The dollar amount should be $0.00.
If you see an amount listed, go to the fifth window ("Financial Information") of the Clean Up Data process, and click Show List beside this item. This shows a list of families with their bad totals, and provides suggestions on how to correct them. For assistance with this task, call PDS Support at 1-877-737-4457.
- Phone Types – You should have 5 or fewer Description entries in your Phone Type List. They can be Home Phone, Cell/Mobile Phone, Work, Other, and (blank). The value for (blank) should be zero.
If you see descriptions other than those listed here, go to the seventh window ("Phone Type List") of the Clean Up Data process, and follow the on-screen instructions to change those phone types to one of the available options. When you're ready to make the changes, click 3-Update Phone Types.
- Email Types – You should have 3 or fewer Description entries in your Email Type List. They can be Primary, Other, and (blank). The value for (blank) should be zero.
If you see descriptions other than those listed here, go to the eighth window ("Email Type List") of the Clean Up Data process, and follow the on-screen instructions to map those email types to one of the available options. When you're ready to make the changes, click 3-Update Email Types.
- Marital Status Types – You should have 11 or fewer Description entries in your Marital Status Type List. They can be Annulled, Church Marriage, Civil Marriage, Divorced, Married, Married in Other Denomination, Partnered, Religious, Single, Separated, Widowed, and (blank). The value for (blank) should be zero.
If you see descriptions other than those listed here, go to the ninth window ("Marital Status Type List") of the Clean Up Data process, and follow the on-screen instructions to map those marital statuses to one of the available options. When you're ready to make the changes, click 2-Update Marital Status Types.
- Sacrament Sponsor Types – You should have 6 or fewer Description entries in your Sacrament Sponsor Type List. They can be Godfather, Godmother, Proxy, Sponsor, Witness, and (blank). The value for (blank) should be zero.
If you see descriptions other than those listed here, go to the tenth window ("Sacrament Sponsor Type List") of the Clean Up Data process, and follow the on-screen instructions to map those sponsor types to one of the available options. When you're ready to make the changes, click 2-Update Sponsor Types.
Note: If you use "Godparent" or "Christian Witness" in PDS, those will be mapped to the equivalent type in MinistryPlatform. You can set those as No Change, and they will display as entries in your Sacrament Sponsor Type List.
Tip: Each step of the Clean Up Data process can be run independently, and you can print the Totals Worksheet again at any time. For more information on each step, see Run the Clean Up Data Process. -
- If you made changes to your data, print a new Totals Worksheet and review your numbers. Repeat this until all contents and counts are correct.The final version of your Totals Worksheet will be used as your analysis report.
- Make a note of the date you completed this process.
Check out Other Considerations if you need to double-check envelope users and non-deductible payments.