HR SaaS Migration Guide: Data Backup & Adoption Checklist

A company's HR systems accumulate a wide range of data, including employee information, organization and position information, work schedules, clock-in and clock-out records, leave, and approval histories. When considering a new SaaS-based HR solution, companies should review not only how this data will be retained and used, but also whether their current HR operating environment can be maintained in the new system.

HR solutions can also connect with multiple areas beyond attendance management, including organizational structures, permissions, and external system integrations. Before transitioning to HR SaaS, companies should define the scope of existing HR data to be backed up along with the operating standards that need to be maintained in the new HR solution, such as work arrangements, permissions, approval rules, and system integrations. In this article, we review the data backup scope to consider when planning an HR solution transition, along with key SaaS adoption criteria for data management, system integration, security, and scalability.

Before evaluating a new HR solution, it is important to understand which data and operating standards your organization actually uses. Even when companies use the same HR solution, the employee information, work arrangements, organizational structures, and approval processes they manage can differ.

Start by categorizing the HR data currently managed in your system, including employee information, organization and position information, work schedules, clock-in and clock-out records, leave, and approval histories, and identify which data is actively used in day-to-day operations. Listing your current work arrangements, organization-level permissions, and external system integrations can also help define the operating requirements that need to be maintained in the new HR SaaS solution.

Before transitioning to an HR SaaS solution, companies should distinguish between data that needs to be retained separately from the existing system and data that will be migrated to the new system, while also defining the work arrangements, organization-level permissions, and external system integration standards that need to be maintained.

Review which HR data can be backed up from the current system and in what format. Identify the data used in actual operations, including employee, organization, and position information, work schedules, clock-in and clock-out records, leave, and approval histories, and check whether each data type can be downloaded and in which file format. At the same time, document the operating standards that need to be maintained in the new HR solution, such as work arrangements, working time rules, and approval rules by organization and position. Historical records that still need to be referenced after the transition should also have clearly defined retention criteria and storage requirements.

Once existing HR data has been organized, review which data needs to continue being managed in the new HR SaaS solution and whether the solution supports those requirements. Based on the data used in actual operations, such as employee and organizational information and attendance data, distinguish between information that needs to be carried over from the current environment and information that will be managed in the new system going forward. The key is to confirm whether the data and operating standards required for current HR processes can be maintained in the new environment.

If your HR operations are connected with ERP, access control systems, collaboration tools, or other systems, review whether the new SaaS solution can integrate with them. It is advisable to check support for Open API and SSO, as well as the scope of integration with systems currently in use. Considering systems that may be added in the future can also help assess the scalability of the overall HR operating environment.

Because HR SaaS solutions manage employee information and attendance-related data, the service's security framework is also an important consideration. Review whether the solution provides the features and management standards required by your company's security policies, including information security certifications, data encryption methods, access permission controls, and audit logs for reviewing administrator activities.

It is advisable to consider not only the current size of the organization but also future growth in workplaces and headcount. Review whether the system can support the required functions and settings as the organization and workforce environment changes, including management of multiple organizations and branches, different work arrangements and approval rules, and additional external system integrations.

Once an HR SaaS solution has been selected, it is advisable to define internal preparation items such as data ownership, operating processes, and the implementation schedule before rollout. Assigning responsibilities in advance and considering existing HR schedules can help the organization prepare more systematically for the transition.

• Assign data owners: Identify which HR data needs to be backed up and retained, and designate the people responsible for reviewing and managing it.
• Organize HR operating standards: Document the work arrangements, working time rules, leave policies, and approval rules by organization and position that need to be configured in the new system.
• Define user roles and permissions: Separate the required scope of work and system access permissions for administrators, employees, and other user groups.
• Confirm systems for integration: Define which internal systems, such as ERP, access control systems, and collaboration tools, will be integrated with the new HR SaaS solution.
• Plan the implementation schedule and rollout timing: Plan system configuration and rollout timing around existing HR processes such as attendance closing and payroll processing.

Using these items as a basis, companies can structure a transition plan covering data backup and migration, system configuration, integrations, and rollout schedules.

When choosing an HR SaaS solution, it is advisable to consider not only the features required today but also integration with existing HR processes, data management standards, and scalability for future organizational changes. Before adopting an HR SaaS solution, defining the data to be backed up and migrated, the operating standards to be maintained, the scope of external system integrations, and security requirements can make it easier to compare each solution's capabilities and clarify the criteria your organization needs.

Shiftee is a cloud-based integrated HR solution used by more than 300,000 companies and workplaces worldwide, supporting various work arrangements and approval rules by team/location and position. It supports bulk Excel uploads and downloads of employee information and can connect with existing business environments through ERP, Open API, and SSO integrations. Shiftee also provides a security framework for HR data management, including ISO/IEC 27001 certification, data encryption, IP address access control, and company audit logs.

If you are considering an HR SaaS transition, review your existing HR data and operating standards and review Shiftee's workforce management capabilities against your organization's integration, security, and scalability requirements.