Unraveling the Mysteries of Data Continuity During HRIS Migration

As we transition to a new HRIS system, it’s crucial to address not just people and process changes but also our approach to legacy data. The success of an HCM migration heavily relies on a well-thought-out legacy data strategy. Questions about where to store old data, who will manage it, and how to access it are vital. While new vendors may offer to import historical data, it’s important to recognize that this data may not be identical in format or content to the current system, underscoring the need for a strategic plan for your historical data.

This blog delves into the HRIS migration process with a focus on all things “data” – historical data, data continuity, integration, data governance, etc.- and highlights the significant influence of data analytics and reporting solutions on transforming this journey.

The Requirement for HR Data Migration

Recognizing Data Migration Needs

When assessing Data migration needs, focus on both future and historical data requirements. Consider what the new system needs to handle-input, output, reporting, integration-and the management of historical data, including reporting, governance, security, and access. Ensure the data is actionable, prioritizing essential needs over ‘nice-to-haves’ to stay forward-looking and strategic in your migration approach.

Data-Driven Decision-Making

Leveraging data for decision-making is crucial. Many great Leaders have relied on intuition and subjective insights using the data available to them, but advances in technology have made extensive analytics accessible to organizations of all sizes. Integrating a powerful BI solution with your HRIS technology stack can amplify your ability to make data-driven insights with minimal manual effort, enabling data-driven strategies that enhance operational efficiency and employee satisfaction. See how a retail chain saw that migrating to a cloud-based HRIS integrated with SplashBI experienced a 40% reduction in HR operational costs and a 25% increase in employee satisfaction within the first year post-migration in a limited data retention timeframe. Prioritizing data over intuition can substantially improve organizational processes and outcomes.

Data Retention Timeframe Sample

From a historical data perspective, businesses maintain retention schedules for different functions, with specific timeframes that dictate how long a typical organization must keep historical records such as HR, Payroll and Financial data. It’s important to consider your data governance policy (disposition and retention requirements as well as who/how these policies will be upheld) when planning for your historical data migration. Make sure the data migrated is compliant, and in a format that you can easily maintain compliance in the future.

Assessing Organizational Readiness

Evaluating Readiness

Migration readiness encompasses a spectrum of considerations, from technical infrastructure and staff readiness to data integrity. One of the most significant components of evaluating readiness is outlining why you are considering migrating to a new platform. What are the current issues or concerns, and what do you hope to get out of the new application? Integrating data analytics tools should be a key consideration, offering insights into the efficiency and effectiveness of the migration process itself.

Challenges and Solutions

Anticipating potential hurdles, such as data loss and employee resistance, is crucial. User adoption, along with employee engagement is critical for the success of the migration. Keeping the end users in mind should be at the forefront of the decisions that are made. Here , BI platforms can play a pivotal role in data validation and employee engagement analytics, offering insights into staff sentiments and training effectiveness, thus ensuring a smoother transition.

Streamlining the Migration Process

Effective Migration Process

A successful migration strategy is underpinned by clear objectives, careful selection of a compatible HRIS, and stakeholder involvement. Taking inventory of the information that you currently have and identifying which data should be moved forward is crucial. Historical data, along with your new data, will help you make informed decisions after you go live on your new system. Predictive analytics will help guide decision-making and ensure a tailored migration approach.

Real-World Application

Leveraging SplashBI’s analytics capabilities, a healthcare provider was able to identify key data migration paths ensuring business continuity and staff productivity.

Legacy data

Legacy data is crucial to making future business decisions. Irrespective of the system of record you may be moving from, that is Oracle EBS, PeopleSoft, JD Edwards, etc, you will need access to this data for your analytics and reporting needs, compliance and data retention requirements based on local regulations.

SplashBI’s unique solution provides a cost-effective alternative for managing your Enterprise Historical Data needs. It not only gives you the raw data but also helps you transform it into meaningful insights and provides out-of-the-box compliance reports.

Ensuring Data Integrity and Continuity

Data Strategy and Continuity

Legacy data handling is a cornerstone of migration, necessitating meticulous cleaning, mapping, and transformation efforts. BI platforms for HR enhance this step with their data cleansing and validation features, ensuring that the migrated data is accurate, complete, and ready for use in the new system.

Post-Migration Reporting

After the migration is completed, the focus shifts to maximizing the new system’s capabilities. This is a good time to look back to the original goals and objectives of the project and ensure they were met, and also looking forward to taking the time to ensure the data is kept up to date and accurate. Some organizations have project fatigue and simply go back to how things were, not leveraging all the tools at their disposal. Staying focused on the product and its abilities will ensure the reporting is accurate and useful.BI reporting tools for HR enable organizations to delve deeper into HR analytics, offering insights into workforce efficiency, talent management, and predictive trends. For example, companies have reported up to a 30% improvement in talent retention rates by utilizing SplashBI’s reporting features for post-migration talent analytics.

Sample Use Case

Large Real estate company – archiving data for more than 30,000 employees.

Huge Cost savings
Easy access to W2, I9, Expense Reports, Invoices, and other enterprise documents
Query historical data for inquiries from the legal department
Compliance to keep 7+ years of HR/ Payroll and Finance data
Historical HR and Payroll data store for all acquired companies

Conclusion

The path to a new HRIS is a transformation journey, offering organizations an opportunity to redefine their HR capabilities. Through careful planning, strategic execution, and the integration of powerful analytics tools, businesses can successfully navigate the complexities of HRIS migration. The benefits are clear: enhanced operational efficiency, data-driven strategic decision-making, and a robust platform for future growth.

As we move forward, the experiences and insights shared by those who have navigated this path are invaluable. We encourage you to explore how SplashBI can uplift your legacy data strategy during your HRIS migration experience and invite you to share your journey with us. The decision to migrate your HRIS is monumental and, when done correctly, can significantly enhance your organization’s efficiency and data management capabilities.

Our fantastic panel session with Data Migration Industry Experts is essential for HR professionals, IT specialists involved in HR processes, and business leaders looking to optimize their human resources information systems. Whether you are a decision-maker, a project manager, or an HR enthusiast keen on leveraging technology for HR excellence, this session will offer valuable insights and actionable strategies. Don’t miss this opportunity to transform your HRIS migration into a strategic advantage for your organization. Reserve your spot for our 27th March panel session and step confidently into the future of HR technology.

For more information and to register, click here.

Unlock the power of People Intelligence with SplashBI for HR Curate data-driven decisions for improved business outcomes.

Christina Crowley
Channel Partner Sales Manager, SplashBI

Christina Crowley is a seasoned professional with over a decade of expertise in relationship management, specializing cultivating strong strategic partnerships across the C-Suite. Armed with an MBA, where she studied Customer Delight and Business Analytics, Christina thrives in the overlap of People-centered, data-driven solutions. This unique blend of analytical acumen and customer-centricity translates perfectly to her role as SplashBI’s Channel Partner Manager where she is focused on helping executives unleash the power of their People & HR data to help drive business growth.

Laura Guary
Senior Vice President of Sales, Align HCM

Throughout her career, Laura Guary has consistently demonstrated a keen ability to build high-performing advocacy teams that create and cultivate relationships to grow and maintain customers for life in the Human Capital and Workforce Management industry. Laura currently serves as Senior Vice President of Sales and Marketing for Align HCM where she is responsible for overseeing the company’s sales team and developing innovative strategies to expand market share and drive revenue growth.

Adrian Rocha
Manager, Executive Relationships, UKG

As a 22 year veteran at UKG, my mission is to tangibly transform our customers’ organizations, leading to increased retention, growth and maturity, and ultimately building our customers into lifelong champions. This goal is accomplished through a deep understanding of our customers and their industries, and by optimizing solutions to address their individual challenges. As a Relationship Manager, I am a strategic partner to help your senior leadership achieve long-term goals and maximize the value from your UKG relationship.

Frequently Asked Questions

How does an HR database integrate with other critical business systems like payroll or ERP?

An HR database integrates with critical business systems like payroll or ERP by migrating data into a unified data model and warehouse. SplashBI's solution supports over 50 systems via REST API Templates, consolidating diverse sources such as UKG, Workday, and Oracle E-Business Suite for cross-application reporting and enhanced People Analytics.

What are the critical integration requirements for implementing an HR metrics dashboard across disparate HRIS systems and legacy data platforms?

Implementing an HR metrics dashboard across varied HRIS and legacy systems demands robust data aggregation, a unified data model, and stringent data quality. Critical requirements also include strong security and governance, alongside real-time data refresh capabilities, to ensure accurate, comprehensive, and secure HR insights for proactive decision-making.

How can I ensure seamless integration with my current and future data sources when using a platform for business intelligence and reporting?

Seamless integration with current and future data sources is ensured by using a unified platform like SplashBI that consolidates data from over 50 systems via REST API Templates. This approach, supporting hybrid models and diverse sources like Oracle Cloud and Workday, centralizes data in an Autonomous Data Warehouse for robust People Analytics and reporting.

How does an HR database integrate with business intelligence platforms for reporting?

An HR database integrates with business intelligence platforms by migrating data into a predefined data model and warehouse. SplashBI's platform consolidates historical information for seamless reporting, offering dashboards, reports, ad-hoc queries, and pre-built content, enabling efficient People Analytics and rapid extraction of insights.

What legacy (historical) HR and payroll data should we keep accessible after an HRIS migration, and how should we decide retention timeframes and access controls?

After an HRIS migration, critical legacy HR and payroll data like W2 History, Payroll Registers (2+ years) Retirement Information, and Job Application History must remain accessible. Retention timeframes, such as 7+ years for assignments, should be decided based on regulatory compliance, with clear role definitions for archiving and retrieval.