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How to successfully migrate payroll data

Switching payroll providers has many benefits, but the process can be complex, time-consuming and most of all risky. Global HRIS founder Simon Bradbury explains how to prepare for a successful payroll data migration.

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Plan your migration process

Set out the steps required for your data migration and then work with your teams to set deadlines and find the right time to make the transition.

 

You should aim for three data migrations for your payroll implementation: the test stage, parallel run and go-live. Remember, if you are migrating payroll on a global scale you will require an alignment of all payroll systems.

 

Cleanse your data

Switching to a new provider is the ideal time to review your existing data sets.

 

Incomplete or incorrect data can wreak havoc on the migration process, so set time aside to cleanse your data. It may be timely, but it is crucial - especially when carrying out a global migration as different regions often use different systems to record the same data.

 

Lift and shift

When the time comes to lift and shift your data from your legacy system to the new system, all data transfers should take place via the cloud - never via email.

 

Transferring personal data to a new system requires you to act responsibly, for both your employees and the law. Failure to meet requirements can lead to serious legal and financial implications for your business.

 

Test the new system

It’s vital that all data is accurate in your new payroll system. You can verify your data’s accuracy through a series of tests on your new system.

 

You will need to compare the new system’s data with your legacy system. It should be a complete shadow of the two data sets.

 

Conduct training sessions

A new system is a big change for all teams across the business. Once your data is migrated, testing is complete and you’ve gone live, it’s important you make sure all employees feel confident navigating the software.

 

Set time aside during the working week to re-train your payroll and HR teams. This will ensure all payroll is accurate.

 

What makes a successful payroll data migration?

Above all, accurate and complete payroll data is the biggest sign of a successful payroll data migration. You will achieve this a few ways: set a realistic timeframe and take your time to plan, only transfer the necessary data and prioritise pre-live tests. It will reduce any potential errors with your new system.

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