HRIS Data Migration Validation Checklist

Pre-go-live inspection checklist for validating migrated employee data against source records, identifying duplicate or missing records, and confirming data integrity before HRIS cutover.

Inspection Scope and Source Control

• Migration batch ID and cutover date are documented
• Source extract version and timestamp match the approved baseline
• Target HRIS environment and tenant are correctly identified
• Validation rules and field mapping document are approved and current
• Record population in scope is fully defined

Record Count and Completeness Reconciliation

• Total employee record count matches source extract
• Active employee records are present in the target system
• Separated, terminated, and leave-of-absence records are migrated as expected
• Missing record exceptions are documented and assigned for remediation
• All required employee records have a corresponding target system ID

Duplicate Record Review

• Duplicate employee profiles are absent in the target system
• Duplicate national identifiers, employee numbers, or login IDs were checked
• Potential duplicate records were reviewed and merged or rejected
• Duplicate assignment or position records were checked
• Duplicate exceptions are logged with owner and resolution status

Employee Master Data Accuracy

• Legal name fields match source records
• Home address and contact information match source records
• Job title, department, location, and manager fields match source records
• Employment status, hire date, and termination date are accurate
• Compensation and pay frequency fields are validated against source records
• Benefit eligibility and work schedule fields are accurate

Security, Access, and Audit Readiness

• Role-based access to migrated employee data is restricted appropriately
• Audit trail entries exist for migration loads and corrections
• Validation evidence and exception logs are stored in the approved repository

Go-Live Readiness and Sign-Off

• All critical migration defects are resolved or formally accepted
• Open exceptions have owners and target resolution dates
• Go-live approval is granted by the responsible HRIS owner