Navigating Your HR Platform Sunsetting: A Step-by-Step Guide

Dealing with the discontinuation of your HR platform can feel overwhelming, especially when it disrupts your core functions like payroll, benefits, and compliance. When a platform is scheduled to be phased out, the challenge goes beyond losing a tool—it becomes about maintaining operations without interruptions. Taking swift and strategic action is key to reducing disruptions and keeping everything running smoothly.

Often, a tech vendor's decision to retire a platform is announced with little notice, leaving organizations scrambling to adjust. Without a solid plan, businesses can face issues such as losing important employee data, missing compliance deadlines, difficulties processing payroll or dealing with slowdowns in productivity. However, with careful preparation, these risks can be minimized.

If your HR platform is being discontinued, a clear, step-by-step plan can help ensure minimal downtime and an efficient transition. Each step, from assessing the current impact to preparing for a replacement system, plays a vital role in maintaining your team's workflow.

How to Handle HR Platform Sunsetting

Navigating the sunsetting of your HR platform requires a strategic approach to ensure a smooth transition and minimize disruption to essential HR functions. This process begins with assessing the impact on your day-to-day operations, mapping out dependencies, and creating a comprehensive timeline.

Effective stakeholder communication, thorough evaluation of alternative software, and a detailed transition plan are critical to success, along with robust data security measures to safeguard sensitive employee information throughout the migration.

Let’s dive into it.

Assess the Impact on HR Functions

Start by reviewing all HR processes that rely on the platform. This includes payroll, benefits administration, time tracking, and compliance reporting. Identify any dependencies to get a full picture of how other systems or workflows might be disrupted. For every function, outline the risks involved with losing access to the platform. For instance, if payroll is tied to the system, figure out how you will process paychecks during the transition period.

Check how your data is stored and whether it can be exported in a standard format like CSV or JSON. If the data isn't easily exportable, reach out to the vendor for guidance on how to retrieve your records. Make sure you know the deadlines for accessing the platform so you don't lose critical information. Back up sensitive data to avoid any loss during the transition.

Create a Transition Plan

Once you've identified the areas that will be affected, put together a detailed plan for the transition. Build a timeline that considers the platform's shutdown date, end-of-support deadlines, and the onboarding schedule for a new system. Focus on critical functions first, like payroll and compliance, to avoid legal or operational risks. Assign clear roles to team members to oversee specific parts of the transition and ensure accountability.

Research new HR platforms that meet your requirements. Look at factors like integration with existing systems, ease of use, and features like employee self-service portals. Request demonstrations or free trials to confirm that the new platform can handle your needs. Develop a backup plan, such as temporary manual processes, to cover any gaps during the transition period.

Work with Vendors and Your Team

Reach out to the vendor of your current platform as soon as possible. If not proactively shared, ask for detailed instructions on data exports, system integrations, and any tools that might help with migration. Clarify what kind of support they will provide during the transition. At the same time, keep your team informed about the timeline and any changes they might experience, such as updates to how they access payroll or benefits.

If you've chosen a new HR platform (if you haven’t, no fear! We cover how to select a new HRIS below.), collaborate closely with the provider to ensure they understand your deadlines and specific needs. Schedule regular check-ins with IT staff or third-party consultants to keep the migration process on track. Plan training sessions to prepare HR staff and employees for the new system, so the learning curve is manageable when the platform goes live.

1. Assess the Impact of HR Platform Sunsetting

Begin by taking a comprehensive inventory of how the outgoing HR platform supports your day-to-day operations. Identify each HR function tied to the system, including payroll processing, benefits administration, employee record management, recruitment workflows, and compliance tracking. Break down each process to understand its reliance on the platform and how its discontinuation may disrupt those workflows. This level of detail will allow you to pinpoint areas at risk and prioritize them during the transition.

For payroll, ensure you know how the platform calculates taxes, tracks employee hours, and integrates with direct deposit systems. If benefits are managed through the platform, list all the tools it provides, such as open enrollment portals, carrier connections, or deduction management. Compliance tasks, like generating reports for ACA or state-mandated requirements, must also be examined. Any loss of functionality in these areas could lead to missed deadlines or penalties, so they should be at the top of your evaluation checklist.

Next, map out dependencies between your current platform and other systems. For example:

Time Tracking Integration: Determine if hours logged in a time-tracking tool sync automatically with payroll.
Benefits Carrier Connections: Confirm whether the platform directly communicates with carriers to update enrollments or changes.
Document Storage: Identify where employee records are stored and whether they are easily exportable for future use.

Dependencies often extend beyond HR functions. Check whether the platform integrates with accounting software, performance management tools, or employee communication systems. Disruptions in these integrations can have ripple effects across departments.

Finally, determine the timeline for the platform's end-of-life. Review the vendor's official communication for the exact cutoff date. Confirm whether support will still be available during the transition and until when. Use this information to establish a timeline for critical actions, such as exporting data, finding a new solution, and training your team. Plan buffer time to address unexpected delays or technical challenges.

2. Evaluate HR Software Alternatives

Once the sunsetting of your HR platform is imminent, identifying the right replacement software becomes a top priority. Begin by conducting thorough research to find solutions that align with your organization's specific needs and goals. Evaluate platforms that not only replicate the functionality of your current system but also offer improvements to address gaps or inefficiencies.

Research and Shortlist Potential Solutions

Start by defining your must-have features. List the core functions your business relies on, such as payroll processing, benefits administration, compliance tracking, or employee onboarding. Then, identify additional features that would enhance efficiency, like automation tools, self-service portals, or in-depth analytics. Use this feature list as your foundation for researching potential platforms.

Shortlist platforms that meet your criteria. Consult trusted industry reports, peer reviews, or recommendations from other HR professionals. Narrow down options by focusing on vendors with strong reputations for reliability, customer support, and innovation in HR technology.

Key Factors to Consider

When evaluating HR software, prioritize the following factors:

Ease of Use: Ensure the platform has an intuitive interface. Both HR teams and employees should be able to navigate it without extensive training.
Scalability: Choose software that can grow with your business. It should accommodate future needs like increased headcount or expanded service offerings.
Integration Capabilities: Confirm the platform can integrate with your existing tools, such as accounting systems, time-tracking software, or third-party benefits providers. Seamless integration reduces manual data entry and errors.
Cost: Assess all associated costs, including licensing fees, implementation expenses, and ongoing support charges. Compare pricing structures (e.g., per-user vs. flat fee) to estimate the total cost of ownership.

Need more support? Check out our HRIS Buyer’s Guide here!

Request Demos or Trials

Before making a commitment, request live demos from vendors. Pay close attention to how the software handles your most critical tasks, such as generating payroll reports or updating employee records. Note any areas where the platform excels or struggles.

Whenever possible, secure a trial period. Use this time to simulate real-world scenarios, like processing payroll or running compliance audits. Involve key stakeholders, including HR staff and IT teams, to gather feedback on usability, reliability, and overall satisfaction.

By carefully evaluating alternatives, you can ensure the new platform not only replaces your current system but also enhances your HR operations.

3. Communicate with Stakeholders

Clear and timely communication is essential when navigating the sunsetting of your HR platform. Employees, leadership, and support teams need to understand the implications, timeline, and next steps. Without a structured communication plan, misinformation or confusion can lead to delays and unnecessary disruptions.

Inform Employees and Stakeholders

Start by notifying employees and stakeholders about the platform's discontinuation as soon as possible. Explain how the transition may impact payroll, benefits, or other HR services they use regularly. Be transparent about what will change and what will remain consistent. For example:

Payroll: Inform employees if there will be delays in paycheck processing or updates needed for direct deposit.
Benefits: Let employees know if they need to reselect benefits, update dependents, or verify coverage during the transition.
Self-Service Tools: Highlight any temporary loss of access to features like PTO tracking or document downloads.

Provide a clear timeline for the transition. Include key dates such as the last day of platform usage, data export deadlines, and the expected launch date of the replacement system. Use multiple channels—email, intranet updates, or team meetings—to ensure everyone receives the message.

Coordinate with IT and HR Teams

Engage IT and HR teams early in the process. Assign specific responsibilities to each group to ensure a smooth data migration and system replacement. For IT, focus on technical aspects like data extraction, integration testing, and troubleshooting. For HR, emphasize tasks like reviewing employee records, ensuring compliance, and preparing for any necessary manual processes during the transition.

Schedule regular cross-departmental meetings to align on progress and address potential roadblocks. Encourage proactive problem-solving. For example:

Data Migration: Confirm that IT has identified the format and tools needed to securely transfer all employee data.
Compliance: Ensure HR verifies that all compliance-related data, such as ACA documentation, is accounted for in the migration.
System Testing: Collaborate on testing the new platform to identify errors before it goes live.

Develop a Communication Plan

Create a detailed communication plan to keep all stakeholders informed throughout the transition. This plan should include:

Key Messages: Outline specific updates to share at each stage of the transition, from initial announcements to final implementation.
Audience Segments: Tailor messages for different groups, such as employees, leadership, and external vendors.
Delivery Channels: Use emails for formal updates, team meetings for discussions, and FAQs on the intranet for quick reference.
Update Frequency: Set a regular cadence for updates, such as weekly progress reports or immediate notifications for major milestones.

Designate a point of contact for questions or concerns. Employees may have specific queries about how the changes affect them personally. Having a single, accessible resource—whether an HR lead or a transition coordinator—builds trust and reduces confusion.

By maintaining clear and consistent communication, you can minimize disruptions, address stakeholder concerns, and ensure everyone is prepared for the transition.

4. Create a Transition Plan

A well-structured transition plan is critical to ensure the move to a new HR system is seamless and minimizes disruptions. Start by breaking down the migration process into manageable steps. Each step should address specific actions, timelines, and responsibilities to keep the transition on track.

Develop a Step-by-Step Strategy

Begin by identifying all data and processes that need to be migrated. This includes payroll records, benefits enrollment data, compliance documents, and employee profiles. Categorize the data based on priority, focusing first on items essential to daily operations. Once the data is mapped, determine the format required for migration. Confirm whether the new system supports direct imports or if manual adjustments will be necessary.

Create a migration checklist with detailed tasks such as:

Exporting Data: Extract all relevant information from the current platform in a secure format (e.g., CSV or JSON).
Data Cleansing: Review and clean data to remove duplicates or outdated information before uploading to the new system.
Testing Import Processes: Conduct small-scale tests to ensure data transfers correctly without errors or formatting issues.
Final Migration: Execute the full transfer once testing confirms accuracy.

Collaborate with IT and HR teams to assign responsibility for each task. Ensure everyone understands their role in the migration process.

Outline Key Milestones, Responsibilities, and Timelines

Establish clear milestones to measure progress along the way. For example:

Data Export Completion: Ensure all critical data is exported from the outgoing system by a specific date.
System Testing: Schedule dedicated time to test the new platform's functionality and integration with existing tools.
Employee Training: Plan for training sessions to familiarize employees with the new system prior to launch.
Go-Live Date: Set a firm date for the new HR platform to go live, ensuring all preparations are complete.

Pair each milestone with a deadline and a designated owner. Use project management tools to track progress and address delays swiftly.

Identify Potential Risks and Create Contingency Plans

Evaluate risks that could disrupt the transition. Common risks include data loss, employee resistance to change, or system outages during the migration. For each risk, develop a contingency plan to address it effectively. For instance:

Data Loss: Create a secure backup of all exported data before initiating the migration.
System Downtime: Implement manual processes for payroll or time tracking as a temporary fallback.
Employee Resistance: Schedule regular updates and Q&A sessions to address concerns and build confidence in the new platform.

Anticipating challenges and preparing solutions will help ensure a smooth transition to the new HR system without major setbacks.

5. Ensure Data Security During Migration

Safeguarding sensitive employee data during the migration process is a top priority. The transition from one HR platform to another involves handling payroll records, benefits information, and personal identifiers, all of which must remain secure. A security breach during this time could lead to significant compliance issues, financial penalties, or loss of employee trust.

Implement Robust Data Protection Measures

Before initiating the migration, encrypt all employee data to ensure it cannot be accessed or altered during transfer. Use secure file transfer protocols (SFTP) or virtual private networks (VPNs) to transmit information between systems. Avoid using email or unsecured platforms for any part of the migration.

Create multiple backups of the data before beginning the migration process. Store these backups in separate, secure locations, such as encrypted external drives or a trusted cloud storage service. This ensures you have a recoverable copy in case of unexpected data corruption or loss during the migration.

Limit access to sensitive data to only those team members directly involved in the migration. Implement role-based access controls to ensure employees can only view or handle the information necessary for their tasks.

Verify Security Protocols of the New HR System

Work closely with IT teams to evaluate the security measures of the new HR platform. Confirm that the system complies with industry standards for data protection, such as encryption, multi-factor authentication, and secure server environments. Request detailed documentation from the vendor outlining how they handle data at rest and in transit.

Conduct a penetration test or vulnerability scan on the new platform before importing employee data. This will identify any weaknesses in the system that could expose sensitive information. Address vulnerabilities immediately with the vendor or IT team to prevent exploitation.

If the new system integrates with third-party tools, verify that those integrations meet the same security standards. Any weak link in the chain could compromise the entire environment.

Conduct Regular Audits to Maintain Compliance

Schedule regular audits throughout the migration process to ensure compliance with data protection regulations. Monitor who accesses the data, how it is being handled, and whether all protocols are being followed. Document each step of the migration, including any issues encountered and how they were resolved.

After completing the migration, perform a final audit to confirm that all data was successfully transferred without errors or loss. Compare the new system's records against the backups to verify accuracy.

Train your HR and IT teams on identifying security risks and recognizing red flags during the migration. This proactive approach ensures that everyone involved prioritizes data protection at every stage.

6. Train Staff and Support Adoption

A successful transition to a new HR platform depends heavily on thorough training and proper support for all users. Both HR staff and employees need to understand how to navigate the new system confidently to maintain productivity and reduce frustrations. A well-structured training plan and accessible resources can bridge the gap and support widespread adoption.

Provide Comprehensive Training

Begin by tailoring training sessions to the specific needs of different user groups. HR staff will need in-depth training on administrative functionalities, such as setting up payroll schedules, managing benefits enrollment, and generating compliance reports. Employees, on the other hand, require guidance on self-service tools, like updating their personal information, accessing pay stubs, or submitting PTO requests.

Organize training sessions in phases:

Initial Overview: Conduct live demonstrations to provide a high-level understanding of the system's interface and capabilities.
Role-Specific Training: Break down tasks by department or responsibility to focus on relevant features.
Hands-On Practice: Allow users to perform tasks in a test environment to build confidence.

Use a mix of training formats, such as in-person workshops, virtual webinars, and pre-recorded tutorials, to accommodate different learning preferences. Ensure trainers are available to answer questions and address user concerns during and after the sessions.

With GoCo, training doesn’t end after implementation. You have lifelong access to our Training Specialists and resources to ensure you get the most out of GoCo. Our training program includes ongoing weekly group trainings, along with the availability of private training sessions at any time, for all clients, at no extra cost.

Additionally, our Client Success Analysts are here to field employee emails and calls, troubleshooting and setting them on the right path.

Develop Support Resources

Supplement training with clear, user-friendly materials that employees can reference as needed. Create step-by-step guides for common tasks, such as updating direct deposit information or enrolling in benefits. Develop a centralized FAQ document that addresses anticipated questions, such as how to reset passwords or access historical records.

Host all resources in an easily accessible location, like an internal knowledge base or intranet. Include visuals, such as screenshots or video walkthroughs, to make the materials more engaging and easier to follow. Consider designating a point of contact within HR to assist employees who encounter specific challenges.

Encourage Feedback and Refine the System

Actively solicit feedback from both HR staff and employees during the initial rollout. Use surveys, suggestion boxes, or informal check-ins to gather insights about what's working and what could be improved. For example, if employees find a particular feature confusing, prioritize creating additional resources or refining the process to simplify usage.

Monitor adoption rates and usage patterns to identify areas where users may be struggling. Adjust training materials or provide targeted follow-up sessions to address gaps. By incorporating user feedback, you can enhance satisfaction and ensure the platform meets the organization's needs effectively.

Navigating the sunsetting of your HR platform can be a complex process, but with careful planning and a strategic approach, you can minimize disruptions and ensure a smooth transition. By following these steps—from assessing the impact to training your team—you'll be well-prepared to embrace a new system that enhances your HR operations. If you're looking for a comprehensive HR solution that simplifies your processes and supports your growth, book a demo with us to see how we can help.