Before You Hit ‘Go’: 7 Priority HR Data Accuracy Checks for Implementation

General

Tuesday, 08 April 2025

213 Hits

Implementing a new HR system is a significant investment for schools and multi-academy trusts (MATs). An HR system is responsible for streamlining school processes, complying with regulations, and improving staff management. Incorporating a school HR system has its benefits, but one of the most overlooked aspects during implementation is ensuring data accuracy before going live.

Why Data Accuracy Matters Before Implementing An HR System

Before you implement an HR system for your school , you need to ensure that all of your school data is clean, complete, and accurate. Inaccurate data can lead to inefficiencies, payroll errors, compliance risks, poor user adoption, and inaccurate HR data reporting.

Here's why accurate HR data should be your top priority:

Avoid Costly Errors – Incorrect or duplicate employee records can result in payroll discrepancies, leading to potential financial and legal issues
Ensure Compliance – Schools and trusts must follow strict employment laws, that ensure your HR data is correct to maintain compliance with regulations such as GDPR
Enhance Decision-Making – Accurate HR data recording and HR data reporting enables school leaders to make informed decisions regarding school staff planning, absence management, and recruitment
Improve User Adoption – Staff and leadership teams will be more likely to engage with the HR software for schools if they trust its accuracy and reliability

HR System Pre-Implementation Accuracy Checklist

Time management is key when it comes to ensuring the accuracy of data before implementing a new HR software for your school. The best way to do this is by allocating enough resources and setting realistic deadlines to prevent last-minute issues.

To ensure a smooth transition, follow the steps in this checklist:

1. Audit Existing HR Data

Before migrating to a new system, conduct a thorough HR data audit. Look for:

Incomplete records (missing addresses, job titles, or start dates)
Duplicate employee profiles
Outdated or incorrect payroll and benefits information
Americanisation of dates is a common issue that can be particularly hard to spot for single-digit dates. But needs to be addressed as it can greatly impact continual service records, affecting redundancy, pay, and pensions

2. Standardise Data Formats

When it comes to HR software for schools, many different types of software store data in different formats. Standardising fields such as names, job titles, and employment types ensures consistency and prevents errors during migration.

3. Cleanse and Validate Data

Remove duplicate records
Correct formatting inconsistencies
Cross-check payroll details against finance records

4. Ensure GDPR Compliance

Ensure the sensitive employee data is stored securely and only accessible to authorised personnel
Remove unnecessary or outdated data to align with data retention policies

5. Align HR Policies with System Functions

Check that absence management, pay scales, and contract details are set up correctly
Check whether the new system can integrate with existing payroll, safeguarding, and finance systems
Consider setting up working groups or bringing in additional administrative support for managing the data validation process

6. Collect and Update Staff Data

Encourage staff to personally update their details through a structured data collection process
Time this data collection against go-live dates, aiming for updates about a month before implementation. This ensures the information collected is as up-to-date as possible while allowing enough time for processing

7. Conduct Pre-Implementation Testing

Run test scenarios with sample data to ensure the new HR software system for your school calculates salaries, benefits, and attendance correctly
Get feedback from key stakeholders, including school business managers and HR teams

8. Train Your Team

Even the best HR system will fail if users aren't confident in its functionality. Avoid this by providing adequate training to ensure your staff navigates the system efficiently from day one.

Get Expert HR Support from Keystone Knowledge

A successful HR system implementation isn't just about choosing the right software; it's about ensuring that your school's data is accurate, structured, and ready to be utilised effectively.

At Keystone Knowledge, we specialise in guiding schools and trusts through seamless HR system implementation with expert support and compliance assurance. Our team ensures your HR system is optimally set up from the start. Whether you need assistance with a one-time implementation project or ongoing support for HR data audits and HR data reporting through our HR retainer service, we're here to help whenever you need us.

Need help ensuring your HR system is accurate and ready to go live? Contact Keystone today and let's get your implementation right the first time.

About the author

Pippa Lloyd

Pippa Lloyd is a seasoned HR Director in education, known for her expertise in employment law changes and strategic HR leadership. With over 15 years of experience, she has guided schools and academies through complex HR transformations, focusing on workforce engagement and regulatory compliance.

An FCIPD-qualified professional, Pippa is highly regarded for her insights into evolving employment legislation within the education sector. She frequently contributes to educational forums, sharing best practices in people management.