You need to make sure you have the right system, the right partner, and (often overlooked) the right conversion process. A system or provider may have the capabilities and service levels your agency needs, but if your data doesn’t get there, you’re lost.

1. 1
Agency Management System
Conversion Checklist
What to
ask before
you sign…
and what
to expect
after you do

2. 2
No one ever said choosing a new agency
management system was easy, but the
homework you do before you sign on the
dotted line will go a long way to ensuring
you make the right decision.
You need to make sure you have the right
system, the right partner, and (often overlooked)
the right conversion process. A system or
provider may have the capabilities and service
levels your agency needs, but if your data
doesn’t get there, you’re lost.

3. 3
CONTENTS
Let this eGuide serve as your checklist to ensure you’re getting all of the above.
We’ll focus on questions that get at the potential provider’s transition plan, training,
and data transfer and back up.
We’ll cover
Transition Planning.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Transition Timeline. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Data Processing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Backup and Storage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Training and Support.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

4. 4
Initial Questions to Ask
Who will guide your agency
through the conversion?
Will they remain with your agency
afterwards?
What issues can happen during
conversion?
What guarantees are offered for
data integrity in the conversion?
Is the conversion done by the
provider or outsourced to a third
party? How is communication
managed if outsourced? Where is
the outsourced resource located?
How long will the conversion be
once the new provider receives the
data back-up?
When will the conversion take
place? Does your agency have
input in timeline?
Transition
Planning
Start by finding out the basics. Ask questions that hit at the heart of the
provider’s transition system and preparedness. A few key areas are:
n Know your point people. Ensure the
provider gives time for you to be in
conversation with the conversion team so
you feel comfortable with and know who
you’re working with during the process.
n Look in to where the conversion will take
place. The closer you and your provider
are during the conversion process the better so any glitches can be
addressed immediately from both ends.
n Find out how much input you will have in setting the conversion timeline.
The more a provider can work with you, the better the experience will be
from a staff and client standpoint.

5. 5
Timeline Questions
Once you have a better idea of the “who, what, where,
when,” you and you provider should come up with a transition
timeline. Look to the provider for the proper steps and
timeframes—they should be the experts here. Feel free to
offer in your own experiences and suggestions, but a good
provider should have a handle on the process.
Transition
Timeline
Besides creating a timeline, you and your provider need to
make a commitment to stick to the timeline. This means
identifying potentially sticky areas that may require extra time,
and working in the inevitable need for adjustment. Be clear
on how to communicate any timeline changes so you can
stay on the same page for a successful transition.
How have other agencies prepared?
What are the most effective ways to help my agency learn?
What is the transition timeline?
How will you ensure we stick to this timeline?

6. 6
Data
Processing
Data Processing Questions
How much data is actually converted?
What type of documentation is provided as to what will convert and what won’t convert?
Will you work directly with my data or do I have to provide csv. files and spreadsheets?
Will you run a test conversion?
Will my agency be directly involved in data processing? To what degree?
Preserving the integrity of your agency management
system’s data is critical in the conversion process. Ask your
potential provider how they plan to deal with data transfer
and processing. Get to know what to look out for and how
the provider will ensure your data is effectively converted.
Some providers require data to be in a specific format for
transfer, while others covert to the desired format as part
of their processes. Be wary of providers that put a lot of
the data prep on you—this can cause problems during
conversion if your data doesn’t match their requirements.

7. 7
Backup and Storage
Questions
What happens when there are
data clean up issues?
Who is responsible for correcting
data issues?
How do we communicate issue
to you?
What should our expectations be
for response time?
Will you provide a backup on
request?
How and where is backup data
stored? For how long?
The other issue around post-data transfer is the burden of
responsibility. Find out before the conversion if the provider
gives any safeguards should anything go wrong during data
transfer. Include questions about how to communicate any
glitches and expectations on when problems will be resolved.
Don’t forget about the aftermath of conversion. Find out
from your provider where your data will be stored, and for
how long. Most providers should include data back-up and
storage as part of the transition process. You need to be sure
you’re fully aware of what that back-up and storage looks
like, and if there are any extra fees involved.
Backup and
Storage

8. 8
Training and
Support
Your conversion is only complete once the last piece of data has
successfully transferred and your staff is well versed and comfortable with
your new system. This process of learning will take much longer than the
data conversion piece, but it is worth the wait. Be sure your provider is
in it for the long haul by asking about training and support before, during
and after the conversion takes place.
Training and Support
Questions
What type of training will be provided
for the transition? Online? Onsite?
Blend of both?
How many trainers will be onsite?
For how long?
If additional training is needed what
are the costs?
How will you tailor training to my
agency’s specific needs?
Will you work with me after the
conversion if I want to make any
adjustments post-initial conversion?
Will additional training be offered as
updates are made? At what cost?
What additional transition supports
can you provide? User groups?
Personalized troubleshooting?

9. 9
Armed with this checklist, you’ll be sure to avoid potentially
disastrous transitions and set your agency up for a smooth switch.
We at SIS know not all conversions are created equal, and have
worked hard to ensure the over 500 conversions we’ve done
leave our clients stress and worry-free. In fact, we’ve performed most
of them in seven days or less. We’d love to talk with you about
how our Partner XE can meet your agency’s needs, and how our
dedicated transition team can ensure your data and your staff make
the switch with ease. Contact us today—and bring your checklist!

10. 10
Training and
Support
800.747.9273
www.sisware.com
Transition
Planning
Transition
Timeline
Data
Processing
Backup and
Storage
notes

11. 11
About SIS
Headquartered in Columbus, Ohio, Strategic Insurance Software (SIS) is
the team behind Partner XE—an innovative web-based insurance agency
management system that helps independent agencies streamline workflow and
grow their business. Built on a foundation of strong technology and exceptional
service, we’re moving forward with a constant eye on innovation that will make
independent agents’ lives easier.
About Partner XE
Supporting downloads from nearly 300 carriers, real time interaction, integrated
agency accounting, and much more, Partner XE is a full-featured agency
management system at an affordable cost for the independent insurance agency.
For more information, please visit www.sisware.com
4181 Arlingate Plaza, Columbus, Ohio 43228 | 800.747.9273 | www.sisware.com