The importance of clean data cannot be underestimated. Dirty data can paralyse an organisations ability to pay its workers, and you can forget about any workforce planning, reporting or analysis. These are only two of many reasons why maintaining high quality data is crucial to an organisation’s success.
This article provides a complete guide on how to plan and execute a successful data cleansing project, as well as best practices for managing a HRIS migration.
In order to maintain data to the highest standards, it is crucial to set rules within the organisation of how you want to store your data. E.g. establishing the right format for date (mm/dd/yyyy or dd/mm/yy) or recording location (New York or NY) is important as this allows you to group and summarise data accurately.
Another good practice is focusing on the end result of the data that’s being collected – will this data help in producing meaningful insights about a business decision? If not, the data isn’t relevant to you.
Want the full list of tips to review your data? Download our free 2 page PDF with more detail about best practices.
We also recently hosted a data cleansing webinar featuring Navigo’s General Manager, Andrew Rees and Ascender’s Senior Payroll Consultant, Nichole Cunha. This webinar covered more extensive best practices, with real life examples: Data Cleansing: Whip your HR data into shape & keep it that way.
The Australian Standard document specifies a basis for organisational improvement in the quality of workforce data available for analysis & decision-making. The standard discusses the 5 pillars of high-quality workforce data, provides examples of data points to review, explains the workforce life cycle framework and the data integrity process. To read the full document, click here.
Anyone who’s been involved in an HRIS migration knows how monumental a task it is. The selection and purchase process can be challenging enough on its own, but how can you actually get your information into the new system once it’s set up? Read on for our 4 step easy process to effectively manage an HRIS migration.
The move will depend a lot on the quality and quantity of data you’re bringing across. If your system and the new system will display the same fields (standards like First Name, Last Name, Address plus more in-depth stats like performance rating or job experience, for example) and your data is 100% up to date and accurate, then fantastic – you don’t need to clean up your data.
Pipe-dreams aside, the rest of us will need to cull, update and merge a whole selection of data before migration is possible. If you still haven’t decided on your new payroll system, perhaps this article will help you move towards the right direction.
Someone needs to be responsible for getting the data ready for migration. It can be a difficult task, and you’ll need dedicated resources to make it happen.
There’s no point delaying the HRIS migration – by this stage, you’ve already invested the time and money into the new system, so you want to reaping the benefits sooner rather than later.
This team will likely consist of HR personnel, HRIS specialists and IT resources, depending on your organisation. It’s important to include the actual users of the HRIS (payroll and HR) in this team, even if it’s only in an advisory capacity.
Information needs change over time, and with many HRIS systems nearly a decade old, you’re going to have some unnecessary data.
Whilst it’s tempting to try and bring everything with you into the new system, remember that this is not only going to create extra work during the migration, but it’s also going to make the system more complex for HR and Payroll.
For every data field, ask yourself:
If you answer no to any of these questions, consider leaving the data behind. If you’re not sure, survey other users and directors of HR strategy to see if their answers corroborate yours.
Similarly, this is the time to ask yourself what data is missing that you’d like to include in the new HRIS. Again, remember to ask the above questions to make sure it’s needed.
We’d all probably love to know complete psychographic profiles of all our staff, but if we can’t (or won’t) measure this, there’s no point preparing your HRIS to include it.
Bear in mind that while there may be some data that you want to transfer over, due to system differences it may not necessarily be an option. For example, historical data is notoriously difficult to migrate between systems. This could include org structure history (where the employee has moved between positions) or even something as simple as change logs to their personal details.
If this is something that you really do need to keep a hold of, consider using your existing HRIS as an archive system, purely for reference, so that you can refer back to this information as required.
There’s really 4 ways you can go about actually cleaning up the data.
Once you’ve completed the HRIS migration, you can’t assume everything’s worked and the old HRIS is ready to be switched off.
Keep them both going for a pay cycle, and make sure there are no discrepancies. It will be a headache maintaining two systems at once for Payroll, but moving prematurely can create even more headaches.
We also provide a payroll reconciliation tool that can identify and reconcile any pay run anomalies between the two systems. This is a great solution to gain confidence that the migration was successful, avoiding nasty surprises down the track.
By using the data in actual business applications, you’ll be able to pick up on errors or shortcomings with the migration process – much faster than if you just pulled a few data extracts and compared them.
Don’t be too quick to decommission your old HRIS. You may find that you’ll need the old system for longer than anticipated due to problems during migration or use, or you might want to keep the system running as an archive for future use.
HRIS migrations are rarely a seamless process, but taking these steps to clean up your data before and during migration will prevent a lot of the usual hiccoughs we see.
Navigo’s tech consultants are experts in HRIS data cleansing & can help with fixing your data via org charts. If you need any additional advice on data cleanse, HRIS migration or want to learn more about our payroll reconciliation tool, our highly experienced team would be happy to assist. Get in touch today!