Best Practices in Data Management

April 1, 2022

Written by Jim Morrone, CSPO, CSM


When moving from a legacy HCM solution to a Cloud HCM solution, ensuring your data is “conversion ready” is critical to the success of your project.

What is Data Management, you may be wondering? In simplest terms, it is the practice of collecting, organizing, and accessing data to support productivity, efficiency, and decision-making.

Best practices in Data Management include:

  • Data Compliance – Make sure your data and processes are compliant with global regulations, such as the European Union’s General Data Protection Framework (GDPR), put into effect on May 25, 2018, and Brazil’s Lei Geral de Proteção de Dados (LGPD), put into effect February 2020. Depending on the severity of the infringement, GDPR fines can be up to €20 million, or 4% of the firm’s worldwide annual revenue from the preceding financial year, whichever amount is higher.
  • Data Quality – We’re all familiar with Garbage In, Garbage Out (GIGO). Don’t let that happen with your implementation! As soon as your company decides to move to a Cloud HCM provider, begin the process of scrubbing your data. Ask yourself questions such as, “Why is this data important?” and “Is this data valid and formatted correctly?” This will ensure only relevant and valid data is moved into your new HCM. Let’s look at the “Reason for Change” on an employee record as an example. You should determine if it is necessary for the business to track 30 different reasons a person can leave the company. Legacy solutions may not have the robust data validations that are performed in the latest Cloud HCM’s, making it essential to review all your existing HCM data.
  • Data Security – How is your HCM data access defined today? Cloud HCM systems have robust access controls, defined by “Roles”, to determine who can view and / or edit HCM data. Identifying the necessary access controls for your future Cloud HCM should begin early in the process.
  • Data Dictionary – If you don’t presently have one, consider creating one for all your stored and derived data elements. Your Data Dictionary should consist of the element’s functional and technical name (including the table name where it is stored in your current HCM); a brief description of the element; identifying if the element is global or local; and any formulas to determine a derived value. It’s also a good way to determine if there is redundant data in your current HCM. A Data Dictionary will be an invaluable asset during the implementation and reduce resources and costs, since the vendor is not spending significant time trying to understand your data.

These are just some of the benefits of understanding your data prior to selecting a Cloud HCM solution. A thorough system evaluation is always encouraged for a purchase of this magnitude. If you are considering moving your HCM to the Cloud, HRchitect is widely considered one of the best strategic technology consulting firms and is your best insurance policy for a successful HCM evaluation/selectionReach out to HRchitect today!