The average HRIS migration takes 12 weeks and causes 3 payroll errors. This checklist gets you live in 4 weeks with zero data loss.
47 steps, organized by phase. Check them off as you go.
Pre-Implementation (Week 1)
- Audit current HR data and clean up duplicates (average: 15% duplicate records)
- Document existing workflows and approval chains (screenshot everything)
- Identify must-have vs nice-to-have features (prioritize payroll integrations)
- Assign implementation team: 1 project owner, 1 IT contact, 1 payroll admin
Data Migration (Week 2)
- Export employee records from current system (CSV preferred)
- Map fields to new system structure (RecruitHorizon provides a mapping template)
- Validate data accuracy after import (spot-check 10% of records)
- Set up historical records for compliance (keep 7 years minimum)
- Verify SSN/tax ID accuracy before payroll connection
Configuration (Week 3)
- Configure organizational structure (departments, locations, reporting lines)
- Set up user roles and permissions (RBAC: who can see what)
- Create approval workflows (time-off requests, expense reports)
- Configure time-off policies and accrual rules (verify calculations match legacy system)
- Test payroll export format with your payroll provider
Training and Launch (Week 4)
- Train HR team on admin features (2-hour session)
- Create employee self-service guides (we provide templates)
- Run parallel systems for 1 pay period (catch errors before they hit paychecks)
- Communicate launch date and support resources to all employees
The Safety Net: Every configuration change is logged with timestamp and user. If something breaks, you can trace exactly what changed and when.