Guide · Updated 2026-09-21
Excel Training Matrix to Live System Checklist
Move from Excel to a live training matrix with a checklist: clean columns, map roles, import dates, attach evidence, parallel-check, then retire editable spreadsheets on a named date. Migration success is field discipline plus cutover communication.
Quick answer
Freeze Excel, export CSV, normalise people and requirements, import into software, re-link certificates, compare exception lists, train updaters, and lock the old file to read-only archive. Do not maintain two editable masters after go-live.
Pre-go-live checklist
- Duplicate columns merged or deleted
- Real dates only — no “OK” text in date cells
- Leavers removed or archived
- Role assigned for every active person
- Blanks classified as missing or not required
- Evidence locations listed for re-upload
- Owners named for post-go-live updates
- Reminder horizons agreed
Cutover steps
- Announce the freeze and go-live date to every editor.
- Import and spot-check high-risk trades first.
- Upload evidence for critical requirements.
- Run expired / due / missing filters side by side with Excel for one cycle.
- Switch write access; keep Excel as archive only.
- Schedule the first weekly exception meeting in the new system.
Success criteria
Within two weeks you should answer client sample requests from the live system without opening the old workbook, and reminder emails should reference named people with upcoming expiries. If editors still email spreadsheet tabs, cutover is incomplete.
Honest limits
FieldClear imports spreadsheet-shaped matrices and calculates live status. It will not fix incorrect requirements for you. Excel alternative and import guides support the same journey. This checklist is operational, not legal advice.
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