Data Migration Terms

Migration Terms for HCMku Customers

 

1. Migration Timeline (2 Weeks)

Total Duration: The migration process will be completed within 14 days (2 weeks), ensuring a smooth transition with minimal disruption to your business.

2. Migration Phases & Timeline

Day 1: Initial Assessment & Planning

  • Customer Action: Provide access to existing HR data and clarify migration requirements (e.g., payroll, attendance, employee data).
  • HCMku Action: Review customer data for compatibility and create a migration plan.
  • Output: Clear timeline and expectations set. Agreement on data types and modules to be migrated.

Day 2-3: Data Preparation & Mapping

  • Customer Action: Prepare the data (CSV/Excel files) and clean up any inconsistencies.
  • HCMku Action: Map the provided data to HCMku’s format, and review custom field requirements.
  • Output: Defined data structure and mapping plan.

Day 4-7: Data Import & System Setup

  • Customer Action: Finalize and confirm that the prepared data is correct for import.
  • HCMku Action: Import data into HCMku, including employee records, payroll settings, attendance details, etc. Set up basic system configurations, including access permissions, custom fields, and basic workflows.
  • Output: Initial data import completed, system configurations done.

Day 8-10: Review & Adjustments

  • Customer Action: Review the imported data and confirm if it aligns with expectations. Test basic system functionalities like attendance, payroll calculations, and reporting.
  • HCMku Action: Address feedback, make necessary adjustments to the system, and fix any discrepancies in the data.
  • Output: Final system validation and adjustments.

Day 11-12: Final Testing & Configuration Validation

  • Customer Action: Perform detailed testing on key features like payroll, attendance, leave management, and other HR processes.
  • HCMku Action: Ensure data integrity and functionality across all modules. Provide necessary fixes and adjustments based on feedback.
  • Output: Validated data and system configuration. Ready for final user acceptance testing.

Day 13: Go-Live Preparation

  • Customer Action: Confirm all data is accurate and all configurations are working as expected. Provide any last-minute updates or fixes.
  • HCMku Action: Finalize training materials and go-live checklist, ensuring users are ready to fully transition.
  • Output: Go-live readiness confirmed. Training sessions scheduled.

Day 14: Go-Live & Post-Migration Support

  • Customer Action: Transition to HCMku for all daily HR operations. Begin using the platform for employee management, payroll processing, and reporting.
  • HCMku Action: Provide immediate support for any post-migration issues. Monitor system performance and offer troubleshooting assistance.
  • Output: Successful go-live, with ongoing support for the first 30 days.

3. Customer Responsibilities

  • Data Accuracy: Ensure that all data provided for migration is accurate, formatted correctly, and free of errors.
  • Access: Provide necessary access to the existing HR system or any other relevant tools for data extraction and migration.
  • Feedback & Testing: Actively participate in the testing phases, reviewing data accuracy and providing timely feedback on any issues.
  • Custom Field Preparation: If custom fields or additional configurations are needed, ensure they are defined clearly at the start of the migration process.

4. HCMku Responsibilities

  • Data Integrity: Ensure data migration is handled securely and accurately, following the provided data mapping structure.
  • System Setup: Configure the platform with the required modules and basic workflows as per the customer’s needs.
  • Ongoing Support: Provide post-migration support to address any immediate concerns, and assist with training and troubleshooting.
  • Security: Ensure that all customer data is encrypted and stored securely during the migration process.

5. Data Security & Confidentiality

  • Encryption: All data will be encrypted using industry-standard encryption methods both during migration and at rest.
  • GDPR Compliance: HCMku will comply with GDPR and other data protection regulations to safeguard personal and sensitive employee data.
  • Confidentiality: Both parties agree to maintain confidentiality regarding the data being transferred during the migration process.

6. Post-Migration Support

  • Training: HCMku will provide training sessions for key users to ensure a smooth transition to the platform.
  • Technical Support: HCMku’s technical support team will be available to address any post-migration issues via email, chat, or phone.
  • Issue Resolution: Any data discrepancies or system issues must be reported within 14 days of go-live for priority resolution.

7. Additional Terms

  • Customizations: Any additional feature requests or customizations outside the default HCMku modules will be evaluated separately and may incur additional charges.
  • Integration: Any third-party integrations (e.g., accounting software, CRM tools) must be identified before migration begins. Integration support may require additional setup time or resources.
  • Delays: Any delays caused by the customer in providing data or feedback may extend the migration timeline.
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