Out With the Old and in With the New

Moving to a hybrid cloud for HR/HCM solutions, especially with SAP SuccessFactors, can be like moving from an old apartment to a new one: out with the old and in with the new. At first glance, the change seems simple. However, just like a real move, there are some hurdles when migrating to the hybrid cloud. In particular, pruning the old system plays a key role in a smooth transition.

Let's say the old system is your old apartment. It has charm, but it is showing its age. The floor plan is outdated, and a lot of unnecessary clutter has accumulated over the years. There are things in the storage rooms and in the basement that have long since fallen into disuse. The situation is similar in many HR systems: confusing data structures, redundant information, and processes that no longer meet today's needs are common. The new cloud solution—SuccessFactors—is the new modern home, with a clear and structured floor plan, smart technologies, and room for innovative tools and processes. Before you can move into your new home—the hybrid cloud—it is necessary to take a thorough inventory and purge the old system.

What should you remove from your inventory?

The first step in moving is to take inventory. What should go to the new home and what can be discarded? HR departments should also take a detailed inventory of their current data and processes. The goal is to identify unimportant data and records that are no longer used. This is where data cleansing plays a key role, as the benefits of the new environment can only be fully realized by optimizing existing information.

An essential part of data cleansing is organizational data. It forms the basis of many HR processes and must be carefully revised. Over the years, outdated data and structures have often accumulated in the system, such as obsolete positions or organizational units. Before migration, it is important to identify, delete or delimit these. Old or duplicate positions need to be rethought, as they may be organized differently in the cloud.

Unclear role assignments, such as imprecise boundaries between managers and deputies, can also cause problems down the road. It is important to check that job plans are up to date to ensure a solid foundation for the future organization in the cloud.

Employee data as the HR centerpiece

Data cleansing also requires the careful cleansing of employee data—the heart of the HR system. It must be of the highest quality in the new environment to provide reliable information. The first step is to decide what HR data is needed and what is redundant or outdated. Some information is nice to have, but not essential. The structure of organizational assignments, such as the definition of departments and positions, should be reviewed to ensure that it is current and fit for purpose. Migration is an opportunity to improve existing structures and make them more efficient. A key step is mapping data between the legacy SAP system and the new cloud solution. Clear rules ensure that all information is transferred consistently and without errors.

In addition to specific data cleansing measures for organizational and employee data, general system considerations should also be taken into consideration to ensure a successful migration. One aspect is the internationalization of the data. International requirements need to be considered when defining valid values, number ranges, and data structures, especially for global companies. The naming and use of portlets must be designed to meet the requirements of different countries. Filtering options for data transfer should be defined prior to migration. This helps ensure that only relevant information is synchronized, and unnecessary data volumes are avoided. These examples underscore the importance of master data integrity.

Thorough data cleansing provides benefits that ease the entire hybrid cloud migration process and make the new HR solution more efficient in the long run. Thorough data cleansing is one of the key factors for a successful move to the hybrid cloud. Just like moving house, the goal is to get rid of old baggage and optimize the existing inventory. This creates a solid foundation for leveraging the new technologies and capabilities of SuccessFactors. Projects of this nature are challenging for companies and their stakeholders. It is therefore advisable to seek the support of trusted consulting professionals.

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