How long is the data migration process?
While this depends on the data and the availability of those involved, migration typically takes 16 weeks to complete and involves working with the Cayuse Inventions team on completing assigned tasks. The following commitments are required during the migration process:
- 1-3 hours of weekly online group training with the Cayuse Inventions team.
- 1-5 hours of independent data review that will inform the Cayuse Inventions team of data mapping requirements.
Weekly Meeting Topics
The following weekly meeting topics may be discussed during migration:
- Technology, Patent, and Agreement Records
- Types and statuses
- Confirming record counts
- Reviewing details of each record for accuracy
- Forms Creation
- Disclosures
- Agreements
- Law Firm Onboarding
- Financial Record Review
- IT Requirements
- Inventions Training
Who should be involved in the migration plan from my team?
The migration has several moving parts and requires assistance from people in multiple roles that may include the following:
- Internal Project Manager
- Assists the Inventions team with scheduling and coordinating weekly meetings
- Follows up on assigned tasks
- Agreement/Compliance
- Reviews agreement records for accuracy and completeness
- Ensures that terms, financial, and reporting compliance are correctly imported
- Patent Coordinator
- Reviews patent records for accuracy and completeness Works with the Inventions finance teams to onboard law firms to the legal portal
- Finance Manager
- Reviews financial data for accuracy and completeness
- Ensures all historic items are in Inventions and linked to appropriate records
- Involved in compliance meetings to review reports for upcoming items
- Marketing Manager
- Reviews people and group records for accuracy
- Trains how to use Inventions for marketing purposes
- Leadership
- Reviews the system to ensure that all reports required for their role are present
- IT Representative
- Works with the Inventions team to integrate with single sign-on and any other systems within the organization
- Law Firm Billing Contacts
- Works with Patent Coordinator, finance, and Inventions team to train on the legal portal and establish credentials
- Any other person or group that will be using the system
- Includes college Deans, department chairs, and any other group or person that is approved to access Inventions by office leadership
Migration Process Overview
- Cayuse will create a test environment that can be used during our weekly meetings and for independent data work.
- Cayuse will obtain data from existing providers and import it into the test environment.
- If required, Cayuse will import financial data from the general ledger (or other sources).
- A date will be selected for the Inventions application to go live.