This article provides step-by-step guidance for implementing the Data Extract Extension in your CyberGrants system. Following this process will help ensure a successful implementation that meets your organization's needs. 

Pre-Implementation Planning

Step 1: Define Your Data Requirements 

Before beginning the implementation process, you'll need to clearly define your data extraction needs. Take time to document which CyberGrants tables contain the data most valuable to your organization. Consider how you'll use the extracted data – whether for reporting, business intelligence, integration with other systems, or data warehousing. 

• Determine your frequency requirements for data extraction (daily, weekly, monthly) and whether you need both full extracts and delta extracts. 
• Identify whether you need historical data or just data created after a certain point in time. 

Example: If you primarily need grant payment data for financial reconciliation, focus on payment-related tables. If you need comprehensive program analysis, include tables for requests, impact reports, and organizations. 

Step 2: Identify Custom Field Requirements 

Examine your CyberGrants implementation to determine which custom fields contain critical data that should be included in your extract. The extension will automatically include all active custom fields, but understanding which ones contain your most valuable information will help you prepare for data integration. 

• Document the types of custom fields used in your implementation, especially multi-select fields that will generate additional list value files. 
• Consider how complex field types (worksheets, metric lists, etc.) will be represented in the extract and how you'll incorporate this data into your analysis. 

Example: If you use custom fields to track program areas, impact metrics, or demographic information, these will be important to identify for your reporting needs. 

Step 3: Establish SFTP Connection Details 

Working with your IT department is crucial for setting up the secure file transfer infrastructure. You'll need to either set up a new SFTP server or identify an existing one for file transfers.  

• Document all connection credentials and file path information that will be needed during implementation. 

It's important to confirm that firewall permissions are properly configured to allow connections from Bonterra's systems.  

• Additionally, establish clear file naming conventions to ensure consistent identification of files in both systems. 

Step 4: Review Implementation Plan with Internal Stakeholders 

Before proceeding with implementation, gather your key internal stakeholders to review the planned approach.  

Share your requirements thoroughly with relevant teams, including Finance, IT, Data Analytics, Employee Engagement, and Grants Management.  

• This collaborative review ensures alignment with organizational processes and policies before development begins. 

Make sure to document formal approval from necessary stakeholders and identify specific individuals who will participate in testing.  

• This cross-functional involvement helps ensure all perspectives are considered during implementation. 

Implementation Process 

Step 5: Work with Your Implementation Team 

Schedule a comprehensive meeting with your CyberGrants Implementation team to present your defined requirements and discuss implementation options in detail. During this meeting, you'll review the implementation timeline together and address any questions or concerns about the process. 

The implementation team will provide guidance on best practices and help identify any potential issues before development begins.  

• They will explain the process for testing and validating the data extract functionality. 

Step 6: Develop and Review Specifications 

After your initial meeting, CyberGrants will provide detailed specifications for your Data Extract implementation. Review these specifications carefully, with particular attention to: 

• Tables to be included in the extract
• File formats and structures
• Scheduling parameters for full and delta extracts
• SFTP connection details and security protocols
• Custom field handling and list value files 

It's critical that you confirm these specifications match your expectations and needs before approving them to proceed with development. Remember that any changes requested after specification approval may impact both timeline and costs. 

Step 7: Prepare Your Data Systems 

While development is underway, focus on preparing your data systems to receive and process the extracted data.  

• Share the file specifications with your data team or system administrators to ensure they understand the format and content of the extracts.
• Develop any necessary ETL (Extract, Transform, Load) processes to import the data into your target systems.
• Create data mapping documentation to track how fields from the extract will be used in your reporting or analysis tools.
• If needed, schedule training sessions for data team members to familiarize them with the new data feeds and their structure. 

Step 8: Participate in Testing 

Once development is complete, your active participation in the User Acceptance Testing (UAT) process becomes essential for success. The implementation requires thorough end-to-end testing to validate that: 

• All required tables are included in the extract
• Standard and custom fields are correctly formatted
• Delta extracts properly capture changed records
• SFTP transmission functions correctly
• File naming and structure meet specifications 

During testing, document any issues you encounter and report them promptly to the implementation team for resolution. Your thorough testing helps ensure a smooth transition to production. 

Step 9: Final Approval and Implementation 

After successful completion of testing, you'll need to provide a formal sign-off on the UAT results to indicate your satisfaction with the implementation.  

Work with the implementation team to confirm the timing for production deployment and prepare internal communications to inform users about the new data extraction process. 

• Develop and deliver any necessary training to ensure all users understand how to access and work with the extracted data. 
• Schedule a specific go-live date that works for all stakeholders involved in the process. 

Post-Implementation Management 

Step 10: Monitor Initial Operations 

After implementation, dedicate resources to closely monitor the first several cycles of the Data Extract process. This monitoring period is crucial for identifying any issues that weren't apparent during testing. Verify that: 

• Files are being generated according to the specified schedule
• All expected data is included in the extracts
• Delta extracts correctly capture changed records
• File delivery to the SFTP server is reliable
• Your downstream systems successfully process the extracted data 

Keep detailed documentation of any issues or questions that arise during this initial period for follow-up with support if needed. 

Step 11: Establish Ongoing Management Procedures 

Developing comprehensive procedures for ongoing management will help ensure the long-term success of your Data Extract implementation.  

• Create a plan for regular review of extract performance, including periodic checks for accuracy and completeness.
• Establish clear protocols for handling exceptions or errors that may occur during normal operations.  
• Document the process for communicating with Bonterra support when assistance is needed, including appropriate contact information and expected response times. 

Step 12: Plan for Annual Review 

The Data Extract Extension allows one change per calendar year, so planning for this update is important. Schedule an annual review of your Data Extract configuration that involves stakeholders from all affected departments. 

During this review, evaluate the effectiveness of the current implementation and identify potential improvements, such as: 

• Additional tables to include in the extract
• Changes to the extract scheduling
• Refinements to file formatting or structure
• Updates to accommodate new custom fields in your implementation 

After determining the most valuable change to implement, work with your CyberGrants representative to plan and schedule the update within your allowed annual modification. 

Step 13: Document Governance Procedures 

Establishing clear governance for your Data Extract Extension helps maintain consistency and control over time. Create documentation that clearly outlines: 

• Who in your organization has the authority to request changes to the Data Extract configuration
• The formal approval process is required before any changes are submitted to CyberGrants
• Standardized methods for documenting and communicating changes to all stakeholders
• Protocols for testing and validating changes before they are applied to your production environment 

Important Considerations 

• Field Limitations - Attachments and file uploads are not included in the data extract.
• Custom Table Exclusions - Data stored only in custom tables will not be included in the extract.
• Hard Delete Handling - Delta extracts will not capture records that have been hard-deleted in CyberGrants.
• Field Inclusion Requirements - All standard fields must be included in the extract; none can be excluded.
• Configuration Impact - Changes to your CyberGrants configuration may affect the structure of your data extracts.
• Data Dictionary Availability - A complete data dictionary will be provided to help you understand and interpret the extracted data.
• Multi-Value Field Handling - Multi-select and other complex field types will generate additional list value files for proper interpretation. 

What else do you need help with?

• What is the Data Extract Extension?

Not what you're looking for? Navigate to Data Extract Extension Overview

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