2 Check the import map

Tom opens Import map 1 and picks the Regional Sales Master of South & West 2: the keys Site Code, Date Instructed and Date Out for Bids, the columns-to-fields map, the value translations with the old region names kept as aliases (A-062), and the loading role, Admin (IMP-C01).

3 Dry run

Tom clicks Dry run 1, chooses the file 2, keeps the map 3 and clicks Run 4. A loader shows while the file is read; then the report: 38 rows read, 33 would load, 2 would merge, 3 set aside with their reasons, 4 aliases. Nothing has changed in the CRM (IMP-C02).

4 Load the batch

Tom clicks Load as a batch 1 and confirms 2. The batch is loaded with its counts; the Sites of South & West keep their Site Codes (Orchard Lane SW-027, Kingsmead SW-024, …), and a Site’s Overview names its source tracker and tab, its clocks starting from the cut-over date. No alert, stall badge or handoff fires (IMP-C03, IMP-C05, RK-16).

5 Load the RP Master — system: duplicates

Tom dry-runs and loads the Valere RP Master the same way. The system merges 236 confident matches and holds 3 uncertain ones; the batch counts them, and the held Calder Valley Homes match is listed under Duplicates to settle 1 (IMP-C13, IMP-C18).

6 Settle a duplicate

Tom compares the two records side by side, clicks Merge 1 and picks Calder Valley Homes as the master 2. One Account remains, Calder Valley Housing Association kept as its alias and every link moved to it; the merge is in the audit log, and later loads and emails that use the alias match the same Account (IMP-C19, IMP-C20).

7 Start the parallel run

With every tracker in scope loaded, Tom clicks Start the parallel run 1. The status view shows the Parallel run band, begun Mon 19 Oct 2026, and each tracker with its batch, reconciled daily (IMP-C21).

8 System: the daily reconciliation

Each day the system compares the CRM with each live tracker and lists every difference by Site and field, the tracker value beside the CRM value, “unchanged since yesterday” where so; a batch with none open moves to reconciled (IMP-C22).

9 Explain or fix a difference

Dana Whitfield opens the Heron Fields difference 1 (Partnerships acts on Sites of all regions), chooses Explain 2, writes why the tracker row is wrong 3 and closes it 4. The difference is closed with Dana’s name, the date and the reason, audited; a new difference later would return the batch to loaded (IMP-C23, D-034).

10 Run the acceptance checks

Tom runs the three checks of S-03 §9: Instructed Sites present 1, Fee totals against the Deal Master 2, Top 100 RPs — no duplicate Accounts 3. Each passes: 5 of 5 instructed Sites, £1,426,000 live against the Deal Master’s £1,426,000 to the pound, no duplicate pair (IMP-C27, IMP-C28, IMP-C29). The measure and the fee columns are confirmed with Valere [?Q-021].

11 Agree and set the cut-over date

Rhys Calloway sees every batch reconciled and, as the named decision-maker, agrees a date on Mon 23 Nov 2026; Tom enters it in Cut-over date 1 and saves 2. The date is an audited setting; the files Valere must lock are listed, and Tom clicks Record lock 3 on each as Valere locks it (IMP-C25, IMP-C24, IMP-C26).

12 System: cut-over

On Mon 30 Nov 2026 every batch moves to cut over and the product refuses further loads of those trackers: the status view shows each with its lock date, and the Load button is replaced by “Read-only since Mon 30 Nov 2026”. The team’s Sites, actions and views run from the CRM only (IMP-C26, A-062).

13 Alternative: the file does not match the map

Alternative: a column of the map is missing from the file, so the dry run stops, naming what is missing; nothing is read (IMP-C02). Tom checks the Import map 1 or chooses another file 2.

14 Alternative: an import row failing validation

Alternative: a tab with no Site Code, a local authority not on the Regions 2026 list, a value with no translation — each row is set aside with its reason, never guessed. Tom names the Region 1 (or corrects the map) and clicks Re-load the set-aside rows 2, which makes a new batch; the first batch keeps its count (IMP-C01, IMP-C04, IMP-C05).

15 Alternative: a Site Code conflict

Alternative: SW-024 appears on two tabs, so the row is set aside as a conflict. Tom settles it either as the same Site 1 or with a new code, SW-024 kept as an alias 2 (IMP-C02, IMP-C19).

16 Alternative: a load stops part-way

Alternative: the load stops part-way, so the batch is failed, never loaded; the rows written are listed and Tom clicks Re-run 1 (IMP-C03, D-034).

17 Alternative: withdraw a batch

Alternative: a wrong tracker was loaded. Tom clicks Withdraw 1 and gives a reason 2; what the batch alone created would be removed, but a record was edited since, so it is listed and the withdrawal waits (IMP-C30).

18 Alternative: a merge asked by a non-Admin

Alternative: Dana Whitfield settles the RP duplicate. Dana can only Keep apart 1; Ask for a merge 2 queues it for Tom Ashworth (IMP-C19, A-035).

19 Alternative: a reconciliation mismatch on fees

Alternative: Tom runs the fee check 1 and it fails: £1,426,000 live against £1,416,000 in the Deal Master. The difference is listed by Site and fee stream (Heron Fields, Agency fee) and enters the reconciliation list; the batch stays loaded until it is explained or fixed (IMP-C28, IMP-C22).

20 Alternative: cut-over with differences still open

Alternative: two differences are still open on the date, so a warning shows. The date stands only as a logged exception: Rhys Calloway writes the reason 1 and confirms 2; the open differences become Next Actions on their Sites for the owner of the function, or an admin list where no Site applies (IMP-C25, A-684, D-033).

21 Alternative: a tracker changed after cut-over

Alternative: Construction Master.xlsx changed after the cut-over date. It is flagged in the status view and the report; a load attempt is refused with the cut-over date shown. Only one post-cut-over load is possible 1, as a logged exception a Partner / MD confirms, followed by a final reconciliation (IMP-C03, IMP-C22, IMP-C26).

22 Alternative: the Land Sites logs

Alternative: Jamie Morgan dry-runs 1 and loads 2 Land Sites log – South & West.xlsx into the private Land log. Its batches, duplicates and reconciliation are seen by Land and Partners / MD only; Tom’s status view shows no row for them (IMP-C08, D-028).