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AVP Version 2 to Version 3 Migration Process

Overview​

This document outlines the process for migrating historical job data from AVP Version 2 (FileMaker Pro-based) to new jobs in Version 3 (iOS app). This is an "as needed" support task performed by Paul when a new valuation job requires data from a previous job that was completed in V2. The process ensures data continuity and allows new V3 jobs to start with prepopulated data from historical valuations.

Process Owner​

  • Primary: Paul (Technical Support)
  • Secondary: Sharon (Administrator)

When Migration Is Required​

Migration of data from V2 to a new V3 job is required in the following scenarios:

  1. Returning Client with V2 History: When creating a new valuation job for a client whose previous valuations were completed in V2
  2. Desktop or Comprehensive Valuations: When creating a new job that needs to reference previous desktop or comprehensive valuations done in V2
  3. Data Continuity Requirements: When new valuations require continuity with historical asset data from V2
  4. Periodic Valuations: For recurring clients whose previous valuation cycle was completed in V2, and the new job should start with that data

Example: Gladstone Regional Council​

As mentioned in the transcript, the Gladstone Regional Council case exemplifies when this migration is necessary:

"If there are jobs we have done either as a desktop or comprehensive in V2, he will roll over the information into V3, it gets reconciled and achieved, and a new job created (giving us all the previous valuation and asset data). Which will be happening today with Gladstone Regional Council."

The process involves:

  1. Rolling over information from V2 to V3
  2. Reconciling the data to match previously delivered figures
  3. Archiving as the previous year's job in V3 (e.g., 2021 job)
  4. Creating a new job in V3 (e.g., 2025 job) using the validated data

Process Steps​

1. Identification of Migration Need​

  • Valuer or administrator identifies a job requiring previous V2 data
  • Request for migration is communicated to Paul

2. Data Extraction from V2 Format​

  • Paul accesses the V2 data
  • Extracts relevant job data
  • Prepares data for migration to V3

3. Data Reconciliation​

  • Data from V2 (which is already archived) is imported into V3
  • The valuer reconciles the data to match the exact figures previously delivered
  • This ensures data integrity and consistency with previously reported values

4. Archiving in V3 and New Job Creation​

  • After reconciliation, the data is archived in V3 as the previous year's job (e.g., "2021 job")
  • A new job is then created in V3 (e.g., "2025 job") using this verified data
  • This two-step process maintains historical accuracy while providing the foundation for the new valuation
  • The new job contains all the previous valuation and asset data needed for the current valuation cycle

Access Requirements​

  • Paul has the necessary access to retrieve data from V2 format
  • Other team members requiring access to V2 data must request it through Paul
  • As noted in the transcript: "We will also need to get Paul to give you access to version 2 so we can access previous jobs if required."

Technical Context​

  • Version 2: Previous system with FileMaker Pro component
  • Version 3: Current system with iOS app component
  • The exact implementation details of how Paul accesses and extracts V2 data are not fully documented
  • This process focuses on the business workflow rather than technical implementation details

Technical Considerations​

User Interface Indicators​

  • It is currently undocumented whether there is a visual indication in the user interface that distinguishes jobs with V2-originated data from native V3 jobs
  • This information would be valuable to document for users who may be working with both types of jobs
  • Further investigation with Paul or other system administrators may be required to clarify this point

Process Flow​

  1. Request → 2. V2 Data Extraction → 3. Data Reconciliation in V3 → 4. Archive as Previous Year's Job → 5. Create New Job with Data → 6. Valuer Notification

Business Impact​

  • Ensures data continuity for clients
  • Maintains historical context for valuations
  • Supports comprehensive and desktop valuation processes
  • Enables year-to-year comparison of asset valuations

Future Considerations​

  • This process represents a transitional solution for handling historical data from V2
  • As more client valuations are completed in V3, the need for this migration will gradually decrease
  • Future development may include more automated data transfer tools
  • The process should be reviewed periodically as the proportion of clients with historical V2 data decreases

Last updated: May 02, 2025