Migration of Your HR Data: What to Consider?
Are you switching to new HR software? Data migration is an essential part of this process. In fact, migrating your data from the old to the new HR environment is a key success factor for a smooth transition. Without accurate data, your new system won’t perform as expected, as data forms the backbone of your HR system. However, data migration is often underestimated. So how can you ensure a successful HR data migration? Remco Schenk, Head of Solutions & Analytics at World of Work, guides you through the process.
Phase 0 of Your HR Data Migration: Preparation
After completing the initial workshops on configuring your new HR system, and as your new HR processes start to take shape, this is the perfect moment to start planning your data migration. In this preparatory phase, you’ll appoint a project team responsible for migrating your HR data. This team includes a project manager, administrators for both your old and new HR systems, and a technical expert to execute the migration. Also, a “data migration lead” plays a crucial role in the team. This is someone who bridges the technical and functional sides of your data migration.
The next step is to work with the project group to establish the prerequisites for a successful data migration. For instance, how will you document the migration to ensure it’s audit-proof? Every step in the migration process must be well-documented so that you can reference it at any point. Another key consideration is the tools and platforms you’ll use for the migration. How will you store the data, and how will you ensure compliance with GDPR throughout the process?
Data You Need at a Minimum
During this phase, you’ll also conduct a preliminary assessment of your data. What types of HR data do you have, and what do you intend to do with it? For instance, consider your leave records—do you need access to years of past records, or is just the current status sufficient? It’s essential to migrate only the data you truly need, as migrating irrelevant data only adds complexity. At World of Work, we recommend migrating only the minimum data required to ensure a successful transition to your new HR system.
Phase 1 of Your HR Data Migration: Diving Into the Details
With a solid foundation in place, it’s time to delve into the specifics of your HR data. In this phase, you’ll determine which data will be transferred from the old system to the new one. A crucial part of this is data mapping, where you align data fields between the two systems. This process goes beyond simply linking fields—you’ll also need to assess data quality and whether any logic is needed to correctly populate the new system.
Your data migration lead plays a key role here, ensuring a smooth link between the old and new systems, including technical details. For example, how will the technical expert extract and convert the HR data into the new system—via an API or another method?
Cleaning Your HR Data
Another important task in this phase is cleaning your HR data. You want to ensure that only correct data is transferred to your new system. After all, “garbage in, garbage out” holds true, and this is something you want to avoid. So it’s crucial to thoroughly examine the structure and quality of the data you plan to migrate.
Phase 2 of Your HR Data Migration: Execution
Now you’re ready to migrate your data. This is a technical process where your HR data is filtered and converted into the correct format for the new system. Data migration is dynamic and iterative—each step is tested and validated to ensure everything goes according to plan. If any issues arise, they must be resolved quickly and efficiently. Testing is critical at this stage, as once the data is in the system, it’s challenging to make changes.
During migration, you need to ensure that all the agreements made in previous phases are adhered to, particularly as deadlines approach and pressure builds. Don’t let documentation or data security slip through the cracks during this critical phase.
Filling Expert Roles Properly
Data migration isn’t something you can just “tack on” when transitioning to a new HR system. It requires careful planning to avoid unnecessary or incorrect data being migrated, or data being improperly converted. A smooth migration demands specialist knowledge and experience, particularly from your data migration lead and technical expert. These roles are crucial from the very beginning of the project, ensuring a clear understanding of the scope and complexity. If your organization lacks the resources to fill these roles, it’s advisable to bring in external specialists.