Preparing employee data for an HR system migration

Use a migration register to record what moves, how each source field maps to the target, who decides exceptions and how the trial import will be checked. Keep the source extract and register version so each destination value can be traced.

Treat an upload confirmation as evidence that a file loaded, not as a data-quality check. Reconcile the trial against the source before approving the final load.

Define the migration boundary

List each source system and the records it owns. Separate current employee details, dated changes, documents, leave transactions and pay-related records.

For each record category, mark whether it moves to the new HR system or remains in another controlled system. Record how retained history will be retrieved after the old interface closes.

For employee records covered by Fair Work obligations, section 535 of the Fair Work Act 2009 (Cth) requires employers to make and keep records for seven years. The Fair Work Regulations 2009 (Cth), regulations 3.32 to 3.41, set out record requirements; records must be in English, legible and readily accessible to an inspector.

Create one register entry for each field that moves, recording its source, meaning, format, target field, owner and treatment of blank values. Include identifiers shared by HR and payroll.

Map source employee name to target employee name, employment type to employment type, and commencement date to commencement date. These are examples of general employee particulars named in the Fair Work Regulations.

Map source rate of remuneration, gross and net amounts paid, deductions and separately identifiable entitlements to their corresponding target fields. Preserve enough particulars about each entitlement for an employee to understand its basis and calculation.

Map overtime-related records to the corresponding target fields and check that the source information is carried across. For each field, state whether a blank means unknown, not applicable or an instruction to remove a value.

Use an agreed identifier shared by HR and payroll when checking that records refer to the same person; names alone are not grounds to merge records. Keep the source extract and mapping version for traceability.

Check the OAIC’s Employee records exemption guidance when assessing the handling of employee records. Where the Privacy Act 1988 and Australian Privacy Principles apply, have the privacy contact review the handling of extracts and supplier arrangements, and restrict access to sensitive extracts.

Fair Work employee record obligations

Resolve exceptions before loading

Check the extract for missing required values, invalid formats, conflicting statuses and inconsistent dates. Put suspected duplicate people in a review queue; matching names alone are not grounds to merge records.

Assign an HR data owner to employment fields and a payroll data owner to pay fields. Name a migration lead to maintain the exception register, with a privacy contact reviewing information handling.

For each exception, record the source record ID, field, problem, proposed treatment and decision-maker. The owner must decide whether to correct the source, apply a documented transformation, retain the item separately or leave it open for the launch decision.

Rehearse and reconcile

Run a trial import in a controlled environment. Compare source and target counts by status and record type, and account for each source row as imported, rejected or intentionally retained.

Inspect individual cases: a current employee, a former employee, a rehire, a recent change and an approved correction. Compare identifiers, dates, current values, retained history and linked material.

Matching totals can conceal errors that cancel each other. Record rejected rows and unexpected transformations, and do not sign off while any difference lacks a documented decision.

Fix the source or mapping, repeat the load and recheck affected cases. If another system receives migrated values, confirm that it accepts the intended person and effective date.

Before the final extract, agree how changes made after the trial load will be captured and reconciled. Sign off the migration boundary, remaining differences and retrieval route separately, and keep each unresolved item visible with an owner rather than turning it into a default value.