Onboarding Timeline Overview
Below is a phased onboarding plan designed to ensure a smooth transition to CashCloud. Each phase includes key milestones, with actions specified for both the CashCloud Team and you, the Client.
Phase 1: Registration and Data Preparation
Timeline: Day 1
Owner Invitation to Platform
The CashCloud Team invites the designated owner (user) to access the CashCloud platform.
Actions:
CashCloud Team:
Send platform invitation to the designated owner.
Client:
Accept the invitation, register, and log in.
Data Access and Preparation
The client provides the following:
Latest CheckPlus database. Follow these instructions to backup your CheckPlus database to migrate to CashCloud.
Scanned finalized check designs (redacted maker information/signatures acceptable).
Sample flat files for data sources (if doing flat file integration).
Mapping document detailing data fields and types for integration.
Digital signatures (image files).
Bank account details, including which accounts use positive pay and positive pay file specifications.
Positive pay export details from their bank, including whether they are automatically transmitting files from CheckPlus.
Approval, signature, and disbursement workflows, including:
Workflow type (approval, signature, disbursement).
Rule definitions (e.g., payment range, dollar limits).
Responsible parties for each rule.
Bank accounts to which each rule applies.
Applicable payment types (checks, e-checks, ACH, or all).
Actions:
CashCloud Team:
Share a secure upload link for file transfers.
Provide a sample workflow table template for clients to fill in.
Confirm receipt of all files and review for completeness.
Client:
Upload required data, mapping documents, and workflow information.
Provide bank account and positive pay configurations.
Phase 2: Sandbox Setup and Integration Testing
Timeline: Day 2-5
Sandbox Environment Setup
The CashCloud Team configures the sandbox environment, including:
Payors, payees, bank accounts, workflows, signatures.
Actions:
CashCloud Team:
Set up sandbox environment based on client-provided workflows and configuration details.
Confirm configuration is complete.
Client:
Review sandbox setup and provide feedback.
Integration Setup and Testing
Configure SFTP file transfer integrations using the client-provided mapping document.
Specify file import schedule.
Perform payment import testing and validate with the client.
Set up SFTP user, share public key, and username.
Actions:
CashCloud Team:
Configure SFTP integrations and share setup details.
Conduct testing with test data.
Client:
Provide data source files and mapping documents.
Install public key on their end to establish the connection.
Test SFTP functionality and confirm the ability to drop files.
Validate test data and provide feedback.
Positive Pay Configuration and Bank Communication
Obtain positive pay specifications and export details for each bank.
Update each bank with CashCloud’s IP addresses for transmitting positive pay files.
Conduct testing to ensure positive pay files are sent correctly.
Actions:
CashCloud Team:
Update banks with IP addresses.
Set up positive pay configurations and conduct testing.
Client:
Provide positive pay specifications and confirm bank details.
Work with their bank to validate positive pay transmissions.
Phase 3: Check Templates and Printer Configuration
Timeline: Day 6
Check Templates
Client: Share scanned finalized check designs (redacted maker information/signatures acceptable).
CashCloud Team: Recreate existing CheckPlus check templates in CashCloud.
Actions:
CashCloud Team:
Create check templates and share for review.
Client:
Provide finalized check designs.
Review and approve check templates.
Printer Setup
Client: Install print rendering station locally and provide:
Printer details (make/model, host/IP address, port number).
CashCloud Team: Configure printers in CashCloud.
Actions:
CashCloud Team:
Configure printers based on client-provided details.
Client:
Provide printer details and confirm installation.
Phase 4: Check Print Testing
Timeline: Day 7-8
Validate printed checks at the client site through a collaborative session.
Actions:
CashCloud Team:
Schedule and conduct working sessions for check print testing.
Adjust check designs during testing to ensure alignment and accuracy.
Client:
Review printed checks and confirm accuracy.
Phase 5: User Setup and Training
Timeline: Day 9-10
User Setup
Invite platform users, including admins, approvers, signers, print managers, and IT managers.
Actions:
CashCloud Team:
Send invitations and confirm access.
Client:
Provide user list with names, email addresses, roles, and payor/data source access details.
Confirm user access.
Training
Conduct onboarding training sessions, covering platform navigation, check printing, and workflows.
Actions:
CashCloud Team:
Deliver training sessions (recorded for future reference).
Client:
Ensure users attend training sessions.
Phase 6: Data Migration, Transition Plan, and Go Live
Timeline: Day 10
Historical Data Migration
Migrate historical data (up to two years) from CheckPlus to CashCloud.
Confirm whether the client requires migration and the scope of the data.
Actions:
CashCloud Team:
Migrate historical data based on client requirements.
Client:
Provide confirmation of data migration scope and relevant files.
Transition Plan
Define a strategy for transitioning from CheckPlus to CashCloud, ensuring parallel operation for 1-3 months.
Actions:
CashCloud Team:
Develop and share a detailed transition plan.
Client:
Review and approve the transition plan.
CashCloud Go Live
Migrate sandbox to production and ensure readiness for live check runs.
Actions:
CashCloud Team:
Migrate environment to production and validate the setup.
Client:
Confirm readiness for live operations.
Phase 7: CheckPlus Decommissioning
Timeline: Post Go Live
Decommission CheckPlus after parallel operation and client sign-off.
Actions:
CashCloud Team:
Provide support during parallel operation.
Handle final decommissioning.
Client:
Confirm CashCloud stability before decommissioning CheckPlus.
Important Notes
The onboarding timeline may vary based on the client’s ability to provide required resources and complete assigned tasks.
Parallel operation of CheckPlus and CashCloud ensures a smooth transition before full decommissioning.