Deep Space Migration Guide

Follow this guide to cut over from legacy tools without disrupting cashflow, compliance, or project delivery.

Overview

  • Goal: Clean cutover with no impact to billing windows.

  • Scope: Active projects, finance sync, portals, and document control.

  • Reference: Use the Training and Implementation plan for cadence, roles, and session content.

Select Your Migration Approach

Import active data 
Bring across live contracts, claims, variations, budgets, document registers, companies, and contacts. Best when projects are mid-cycle and finance continuity matters.

Start fresh

Launch new projects using standard cost codes and templates without pulling legacy data across. Best when the old system is messy and you want a clean operational reset.

Choose your configuration approach

Standardised (recommended for groups) 
Central team defines cost codes, approvals, claims and payment schedules, and document controls.
Pros: Clean reporting, consistent WIP, easier training
Cons: More upfront design

Autonomous teams 
Divisions or projects configure within guardrails.
Pros: Faster local adoption.
Cons: Harder to compare and roll up. 

Create your migration plan

Approach

Document the migration choice and configuration pattern. Include the pilot results and the business reason for switching.

Timeline

Plan a four to six week window between pilot sign-off and full go-live. Align the cutover with the renewal dates of your legacy tools.

Data and mapping

Connect Xero, map the chart of accounts and tracking categories, import companies and contacts, load cost codes and baseline budgets, stage contracts and claims for the next cycle, and upload the document register with strict latest-version control.

Training

Deliver role-based enablement for PMs, CAs, Site teams, HSEQ, and Finance. Provide quick-start videos and help-center links to support daily use.

Communication

Create a dedicated Slack or Teams channel for the migration. Use it to share FAQs, timelines, and
key owners so everyone stays aligned.

What Happens Next?

Provision users and permissions across all legal entities, then confirm MFA and role-based access. Create the initial projects and teams, starting with a small set and expanding as needed.If you are importing data, run a test load first to validate mappings, then complete the full production import. Reconcile a sample of contracts and claims against the previous system to confirm accuracy. Migrate any required integrations.

For finance: Enable Xero sync for accounts receivable and payable. Configure document control and email capture. Activate external portals for clients, subcontractors, and consultants. Once everything is operational, retire the previous tool and set it to read-only after the first successful month-end in Deep Space. Deliver role-based training and hold office hours during the first two cycles to support adoption.

Train each role, then schedule office hours in the first two cycles so users get real-time help while working in Deep Space.

Validation Checklist

  • Budgets reconcile with zero variance

  • Head contract and subcontract claims post to Xero correctly

  • Accounts receivable and payable match the ledger

  • Forecasts align with actuals after postings

  • Document register displays only the latest revision

  • Client, subcontractor, and consultant portals are fully functional

  • Email templates and reply-to capture are configured and tested

Cutover Plan and Timeline

Timing: Choose a window that does not overlap with claim or payment cycles.

  • Week 0: Pre-kickoff sessions based on the Training Plan

  • Days 1 to 2: Kickoff, Xero connected, first project configured

  • Weeks 2 to 6: Pilot running on one or two live projects with weekly checkpoints

  • Week 7: Migration imports completed and validated

  • Week 8: Full portfolio cutover and internal announcement

Freeze entries in the legacy system during import windows and keep it in read-only mode for reference only.

Post-Go-Live Review

  • Week 1: Confirm claim dates, chart-of-accounts postings, and dashboard accuracy. Fix any gaps.

  • Weeks 2 to 4: Hold office hours, resolve issues, and lock final settings.

  • Day 30: Review reports, compare forecast vs actuals, check portal usage, and confirm site-level adoption.

Roles and Ownership

  • Champion: Coordinates rollout, manages communication, and signs off milestones

  • Commercial lead: Manages budgets, contracts, claims, and variations

  • Finance: Owns chart-of-accounts mapping, tracking categories, reconciliation, and WIP

  • Admin: manages permissions, project setup, and cutover execution

  • Site lead: manages drawings, RFIs, SIs, NCRs, and dockets

  • HSEQ: Manages ITPs, NCR to CAPA workflows, inductions, and compliance evidence

Risk Log and Mitigation Plan

  • Contract constraints may delay cutover: Run the pilot in parallel and limit the first rollout to new projects only

  • Incorrect chart-of-accounts mapping: Finance signs off early and test exports before go-live

  • Superseded drawings on site: Enforce latest-only document control and train the Site App users

  • Parallel pilots may create workload pressure: Limit scope and assign one internal champion to coordinate.

  • Adoption risk across field or office teams: Schedule role-based refreshers and keep office hours during the first cycles.

Resources

  • Training and Implementation plan

  • Pilot Guide

  • Migration workbook and import templates

  • Role playbooks for Commercial, Site, Finance, HSEQ