Moving HR from spreadsheets to an HRMS is mostly a data project. The software is the easy part; getting accurate employee records into it is where time goes. Use this checklist, which we follow on our HRMS implementations.
Employee master data
- One record per employee with a unique ID, matching attendance device IDs.
- Department, designation, location, joining date and reporting manager.
- National ID, bank account and contact details verified with the employee.
Salary structures
- Basic, house rent, medical and conveyance components, as per your policy.
- Overtime, attendance bonus and other variable rules.
- Deductions such as tax, provident fund and loans, with current balances.
Leave and holidays
- Leave types and yearly entitlements.
- Opening leave balances for every employee, approved by HR.
- Holiday calendars per location.
Attendance
- Shift definitions and grace periods.
- Device integration tested with real check-ins.
Documents and history
Appointment letters, increments and disciplinary records can be uploaded to each employee profile. Decide how much history to migrate; often the last one or two years is enough.
Go-live checks
- Headcount in the HRMS matches the payroll register.
- A parallel payroll run matches the previous month to the taka.
- Managers can approve leave and see their team.
Frequently asked questions
Who should own the data clean-up?
HR owns the data; we provide templates, validation and import.
Related reading
For the product view of this topic, read HR and Payroll: Spreadsheets vs an HRMS Module on the Reckon ERP blog.
Planning a project? Book a free consultation with our team, or see our ERPNext and HRMS implementation service.
