This Data Conversion Statement of Work (as amended from time to time, this “Statement of Work” ) is agreed to pursuant to the terms of the Order Form to which this Statement of Work is attached by between SUREPOINT TECHNOLOGIES, INC. (“SurePoint”) and the licensee who is a party to the relevant Order Form (“Client”, or sometimes “you” or “your”); and each of Client and SurePoint, a “Party” and, collectively, the “Parties”). The General Terms and Conditions are incorporated herein by reference and set forth at: https://surepoint.com/terms-and-conditions (the “General Terms and Conditions”). This Statement of Work governs SurePoint’s obligation to provide the conversion services described herein (the “Conversion Services”) and together with the General Terms and Conditions, the Order Form, the other documents incorporated by reference into this Statement of Work, and the policies, documents, exhibits, schedules, addenda, annexes and/or appendices attached or incorporated by reference herein or therein, each as amended from time to time, are sometimes collectively referred to herein as the “Agreement”. Capitalized terms used but not defined in this Statement of Work have the meanings assigned to them in either (i) the General Terms and Conditions, or (ii) the Glossary of Terms set forth below.
SurePoint’s Data Conversion and Migration Services facilitate a transition from your legacy system to our platform by migrating your firm’s data. Our services are designed to support your firm’s daily operations and long-term objectives.
The Conversion Services outlined in this Statement of Work establishes the scope of data to be migrated from the Client’s legacy system to SurePoint. Please work with your SurePoint Project Manager with respect to any questions or requested changes to this scope. Changes to the scope of the Conversion Services may only be binding on SurePoint upon SurePoint’s due execution of a written Change Order document. SurePoint shall have no liability or responsibility for any delays in the performance of the Conversion Services caused in whole or in part by Client’s failure to adhere to the process and timelines set forth in this Statement of Work.
The Conversion Services include a migration from one legacy system unless specified differently in the Order Form. The following sets forth data that will be included in the Conversion Services:
| Record Type | Comments |
|---|---|
| Clients | Client Name, Client Number, Open Date, Close Date, Status, Description, Client Attorney Designations (Up to 3), Up to 10 User Defined Fields If available/delivered in legacy data: Designated task list, designated activity code list, LEDES Client ID, Claim Number |
| Matters | Matter Name, Matter Number, Practice Area (Matter Type), Open Date, Close Date, Status, Description, Matter Attorney Designations (Up to 3), Matter Split Attorney Designations (Up to 4), Up to 10 User Defined Fields If available/delivered in legacy data: Designated task list, designated activity code list, LEDES Matter ID, Claim Number |
| Tasks / Activity Codes | Optional: Linked Client, Linked Matter, Task Name |
| Notes | Optional: Linked Matter, Date, Memo (Description) |
| Contacts | First Name (If individual), Last Name (If individual), Company Name (If organization), Address, Phone Number(s), Email Address(es) |
| Addresses | Will convert standard address fields, and will link one billing address to clients, matters, contacts, vendors |
| Trust Transactions | Will convert trust transactions for receipts, payments, transfers, and application to invoices |
| Matters with Trust Balances | Will balance by matter for conversion year/period *** |
| Unbilled WIP Expenses | Will convert detail and will balance by matter to reports provided by client for conversion year/period *** |
| Unpaid, Partially Paid Invoices | Will convert detail invoice record, adjustments, and associated payment record(s) |
| Billed Time/Fees | Will convert detail time entries |
| Billed Expenses | Will convert detail expenses |
| Rates per Timekeeper | Standard, Non-Billable, Override Rates converted *** |
| Clients with Specific Rates | Override Rates are converted *** |
| Matters with Specific Rates | Override Rates are converted *** |
| Email Addresses | *** |
| Vendors | Vendor Number, Vendor Name, Vendor Address, 1099 Name, 1099 Code, SSN/EIN, |
| Account Payable Banks | Bank Number, Account Number |
***SurePoint will use generally accepted industry best practices to provide Client with a full detail conversion. However, due to differences in system functionality, database design, and data quality, SurePoint cannot guarantee historical statistics will fully and completely align with Client’s legacy system.
The Client acknowledges and agrees that the performance by SurePoint of the Conversion Services involves inherent limitations due to variability in functionality, data structures, and storage methods between legacy systems and SurePoint technology. Legacy vendors and SurePoint employ distinct approaches to organizing and storing data, including differing tables, formats, and methods of functionality. As a result, certain data or functionalities in the legacy system may not directly translate or be fully compatible with SurePoint.
While reasonable efforts will be made to migrate data accurately and align with project objectives as set forth in the Project Plan, some discrepancies, omissions, or adjustments may be unavoidable. SurePoint recommends that the Client review your migrated data to identify and address any associated issues or concerns. SurePoint assumes no liability for any differences or loss of functionality arising from these inherent system structural variations. It is the client’s responsibility to review and validate converted data to confirm it meets operational requirements.
While SurePoint will employ commercially reasonable best efforts to transition essential business data, certain data items are either excluded from the scope of this project or cannot be converted due to limitations inherent to the legacy system or vendor constraints. Data and associated services that will not be included in the Conversion Services are listed below.
| Record Type | Comments |
|---|---|
| Any Record Type Not Identified within the included Data Conversion Parameters | |
| Additional Data Sources Not Identified within the Included Data Conversion Services Scope of Work | |
| System Settings from Legacy Database or Application | |
| Problems caused by material deficiencies in Client's hardware, network and/or internet connectivity | |
| Fixing Corrupt Records | |
| Resolving Data Integrity Errors | |
| Data Restructuring | |
| Data Cleansing | |
| Resolving Duplicate Data Records | |
| Correcting Spelling or Grammar Errors | |
| Cleaning up Address Information | |
| Resolving Billing or Accounting Errors | |
| Custom Fields | |
| Validation of Legacy Data | |
| System Images | Additional scoping required |
| Events / Appointments | Additional scoping required |
| Documents | Additional scoping required |
To supplement its Conversion Services offering, SurePoint may from time to time agree to provide custom Conversion Services as Client may request (“Custom Services”). Upon request, SurePoint can provide a written estimate for such Custom Services. The following are (for the avoidance of doubt) a few examples of items that are not included in the Conversion Services offering but may be addressed via a Custom Services engagement memorialized in a separate Order Form:
The Conversion Services will not restore or rehabilitate old or corrupted data. For example, if the current system allowed punctuation, the new software would also display data with the exact same punctuation after the conversion. If data manipulation is desired, please contact your Project Manager to assist in preparing a Change Order for these additional services. Please also note that a change in conversion scope could impact the Project Plan.
The scope of the Conversion Services is limited to data originating from a single source unless otherwise specified in the relevant Order Form at the time of contract execution. If data is stored in multiple databases or data is provided in multiple formats, custom Conversion Services and additional costs will be required. For client data and reports, your Project Manager will provide you with instructions on how to transfer your data. Once a data format is received and mapped, the format cannot be modified. Below are the approved formats:
To mitigate the risk of data corruption, Client staff should exit the software prior to pulling the data and restrict the processing of any transactions during this time.
If the Client is unable to provide data in one of SurePoint’s approved formats listed above, the Client is responsible for ensuring the data is delivered utilizing one of the following suggested options:
The Client assumes full responsibility for selecting and coordinating an appropriate option to establish data compliance with SurePoint’s requirements. Should SurePoint be required to expend additional staff resources to accomplish data extraction outside of the selected option, SurePoint may charge Client for such staff resources at its then-current work rates.
Matching reports serve as critical tools to validate the accuracy and integrity of the data conversion, ensuring that your new system aligns with your firm’s historical data. The Services generate these reports from both your legacy system and the converted data in SurePoint, allowing for a comparison to verify the conversion’s validity. SurePoint will utilize these reports to review balancing items listed in the chart below. It is the Client’s responsibility to ensure that the reports provided at the time of data deliveries accurately correspond to the extracted data, as failure to do so will prevent verification of the conversion. SurePoint will aim to balance the following items only:
SurePoint will transfer historical data into the SurePoint platform accommodating for the balancing items:
| Balancing Item | Scope |
|---|---|
| Unbilled Time | Client/matter unbilled time entries as of the data extraction date and time. |
| Unbilled Cost | Client/matter unbilled cost entries as of the data extraction date and time. |
| Accounts Receivable | Client/matters unpaid invoices as of the data extraction date and time. |
| General Ledger | Trial balances for last 2 full years. |
| Trust | Client/matters balances only as of the data extraction date and time. |
| Unapplied Cash | Client/matters balances only as of the data extraction date and time. |
The legacy data will be searchable; however, SurePoint cannot guarantee that historical data will be error free. Enhanced balancing services may be available via a separate engagement agreed upon in writing by a duly authorized SurePoint representative for which SurePoint may charge Client for required staff resources at its then-current work rates.
The Conversion Services shall not include balancing Monthly, Yearly or Life To Date “Activity” statistics. However, such services may be available as Custom Services. If additional requests are desired, please contact your Project Manager to assist in preparing a Order Form for such Custom Services. Please also note that a change in scope could impact the Project Plan. Referenced statistics not included are listed but not limited to:
Screenshots play a role in supporting the process of SurePoint’s Data Conversion and Migration Services. They allow SurePoint to review the location, structure, and presentation of data within your legacy system, providing visual context for accurately mapping and placing this data into SurePoint’s platform. This process helps with reviewing that key data elements are transferred and positioned to align with your firm’s operational needs. These screenshots not only support data migration but also help identify potential discrepancies early, supporting the process where your data is transitioned efficiently and without unnecessary delays.
SurePoint will request screenshots as part of the migration process. The Client is responsible for providing the specific screenshots required to facilitate data mapping. To streamline this effort, the following items will be prioritized for review:
| Description of Screenshots Needed | ||
|---|---|---|
| Client | Vendor | Rates |
| Matter | Banks | GL Accounts |
| Attorney | Time Entry Screen | Service Codes |
In order to perform the Conversion Services, please consider the following questions/options:
SurePoint’s Project governance provides the framework for managing the Conversion Services project lifecycle. To accomplish this, SurePoint will define and manage the Project Plan, including Phases, deliverables, and responsibilities; establishes the escalation path for resolving issues; and oversees the Change Order process for scope, timeline, or budget adjustments. The Client is obligated to provide timely approvals, feedback, and necessary resources; participates in issue resolution per the escalation path; and reviews and approves any proposed changes through the Change Order process. Both parties agree to communicate promptly and proactively to identify risks early, maintain transparency in decision-making, and adhere to mutually agreed timelines for escalations and change management. This governance structure fosters collaboration, adaptability to project needs, and supports the delivery of Conversion Services.
SurePoint’s project plan (the “Project Plan”) for Conversion Services follows a structured, four-phased methodology: Phase 1 (P1). Planning & Scoping, Phase 2 (P2). Configuration, Testing & Training, Phase 3 (P3). Go Live, and Phase 4 (P4). Transition to Support (the conclusion of each such phase, a “Control Point”). Each Phase outlines specific objectives, tasks, deliverables, and responsibilities, providing a clear roadmap for the conversion process. Phase Acceptance Control Points are integrated into the plan to provide adherence to scope, budget, timeline controls, and quality standards. SurePoint manages and executes the activities in each phase, ensuring deliverables align with project expectations, while the client provides timely feedback, approvals, and required resources. This comprehensive Project Plan facilitates a well-organized, collaborative, and successful conversion process.
The Project Management Triangle represents the interdependent constraints of budget, timeline, and scope. Any modification to one of these elements (e.g., an increase in scope) necessitates corresponding adjustments to the others (e.g., cost and schedule). Effective project management relies on the ability to balance these constraints while accommodating necessary changes through a formal change control process.
In the event of any changes to the scope of work, the Change Order Process shall be initiated. All proposed changes will be documented through a Change Request, which will outline the nature of the change, provide cost estimates, identify impacts to the project schedule, and assess any associated risks. Each Change Request shall be subject to review and must receive written approval from both parties before it becomes a formal amendment to the Services Terms. This process ensures that any changes are properly evaluated, aligned with stakeholder objectives, and formally agreed upon, maintaining the integrity of the project’s budget, timeline, and scope. Client will use its good faith efforts to either approve or disapprove any Change Request within five (5) Business Days (or other period as mutually agreeable between SurePoint and Client).
SurePoint is committed to a structured and collaborative approach to identifying and resolving project challenges. The escalation process establishes that both SurePoint and the Client address concerns in a methodical and timely manner, preventing unnecessary disruptions while maintaining project alignment.
Escalations follow a tiered governance model, as outlined below:
At each stage of escalation, the responsible governance tier is expected to present recommendations and supporting documentation to facilitate an informed resolution process.
To enable a fair and efficient complaint resolution process, the Client agrees to follow the following escalation process and structured notification and response timelines:
As a condition to Client’s right to receive the Services in accordance with the Agreement, Client shall undertake the following responsibilities, subject to and accordance with SurePoint’s reasonable direction and requirements:
To achieve a successful implementation of the project, it is essential that decision-making responsibilities are clearly defined. The Client is required to appoint decision-makers and authorized proxies who have the authority to approve deliverables and make timely decisions on behalf of their respective teams. Both SurePoint and the Client will designate project managers responsible for coordinating stakeholder feedback and securing approval of deliverables. The following process will be used for accepting Deliverables and Control Points:
This process is designed to foster accountability, enable timely decision-making, and promote clear and effective communication, all of which are critical to maintaining project momentum and adhering to the Project Plan. Non-compliance with the decision-making and Deliverable Acceptance process may necessitate adjustments to the Project Plan or require a Change Order to accommodate additional scope.
At which time if determination is made the discrepancy, error(s) or notification(s) were due to fault on SurePoint, Client will not incur additional charges for correction.
Client acknowledges that the Conversion Services are subject to the possibility of human and machine discrepancies, and SurePoint will not be liable for such discrepancies. Any discrepancy, error or notification must be reported to SurePoint in writing within 30 days of client’s specified Go Live date. At which time if determination is made the discrepancy, error(s) or notification(s) were due to fault on SurePoint, Client will not incur additional charges for correction. Client acknowledges that the conversion is not an exact replication of source due to differences in data structure and functionality between source and SurePoint. Discrepancies reported outside of this 30-day window may require a Change Request and will be required to follow our support process.
| Word or Term | Definition |
|---|---|
| Acceptance | Confirming that the output or deliverable is suitable and conforms to the agreed upon criteria. |
| Change Request | A form used as part of the Change Control process whereby changes in the scope of work, timeline, resources, and/or budget are documented and agreed upon by participating parties. |
| Change Order | A writing duly signed by both Parties that documents changes in the scope of work, timeline, resources, and/or budget are agreed upon by participating parties. |
| Go Live | Phase 3. The date on which the Services, including all material functional elements, shall be operational or available for use on Client’s systems. |
| Legacy System | The software from which a Client is converting. |
| On-site | Indicates the work location is at one or more of the Client’s physical office or work environments. |
| Phase(s) | A key project milestone where deliverables are produced, reviewed, and approved serving as a control point to establish alignment, manage progress, and maintain accountability before advancing to the next phase, all as set forth in the applicable Project Plan. |
