Operational templates
Workforce Data Migration Inventory Template
Inventory source data, owners, sensitivity, quality issues, mapping and cutover disposition for a controlled migration.
Explore 20 questionsThe short answer
What matters for your decision
Use this blank worksheet to organize source data inventory and migration decisions. It is an illustrative planning aid: confirm field meanings, approval ownership and the configured Hirebase workflow for your deployment before operational use.
Suggested worksheet
Fields and illustrative entries
These entries illustrate how to use the worksheet. The downloadable CSV provides blank fields for your organization; it is a planning tool rather than a product export or a customer record.
| record_family | source_system | business_owner | date_range | record_count_estimate | sensitive_data | target_or_archive | mapping_status | quality_issue | cutover_decision |
|---|---|---|---|---|---|---|---|---|---|
| Example only | Legacy roster | Operations owner | Current period | Estimate to be supplied | Worker identifiers | Target or approved archive | Not assessed | Illustrative | Pending owner decision |
Illustrative sample row
The in-page worksheet includes an illustrative sample entry. Replace it with approved local data; it is not a customer outcome. The downloadable CSV is blank apart from its headers.
Inventory sources
List each record family, system, owner, date range and export path. Treat counts as estimates until verified from authorized source exports.
Classify and minimize
Identify personal or sensitive fields, intended use, access controls and retention needs. Exclude data without an approved purpose.
Map and test
Define identity matching, site and job crosswalks, transformations and rejected-row handling. Test representative records and obtain owner sign-off.
Approve cutover disposition
Record what will migrate, remain archived or be retired, plus reconciliation evidence and rollback owner. Do not treat a spreadsheet inventory as proof of a successful import.
Hirebase for your operation
Make the workflow fit your business.
Connect workforce workflows with organization-wide licensing, configurable operating rules and customer-controlled Azure deployment. Bring your site requirements, worker journey and integration needs to an implementation conversation.
Evaluate HirebaseYour buying questions
Questions, answered
20 of 20 questions
What belongs in a migration inventory?
Source, record family, owner, dates, sensitivity, quality issues and migrate/archive/retire decision.
Link to this answerAre estimated counts actual counts?
No. Verify estimates against an authorized export and date range.
Link to this answerHow are worker duplicates resolved?
Use an approved stable identifier and owner review; never merge by name alone.
Link to this answerShould all history move?
No. Owners decide operational need, retention and whether an archive is sufficient.
Link to this answerHow should sensitive files move?
Use approved secure transfer, named access, data minimization and temporary-copy deletion plan.
Link to this answerWhat about unmapped fields?
Classify as map, transform, archive or retire and obtain owner approval.
Link to this answerHow are rejected rows tracked?
Record source reference, reason, owner and cutover disposition.
Link to this answerWhat belongs in a test load?
Representative sites, worker types, active status, exceptions, time data and known data-quality cases.
Link to this answerDoes inventory prove import success?
No. Execute the load and reconcile results with authorized acceptance evidence.
Link to this answerWho approves cutover?
Business owners approve disposition and technical owners document execution and reconciliation.
Link to this answerWorkforce Data Migration Inventory: what should be covered first?
Start with source data inventory and migration decisions; agree the scope and owner before entering operational records.
Link to this answerWorkforce Data Migration Inventory: Who owns the source information?
The business process owner should name the authoritative source and a person responsible for resolving inaccurate or outdated entries.
Link to this answerWorkforce Data Migration Inventory: Which fields are essential?
Use the columns in the downloadable blank CSV as a starting point for source data inventory and migration decisions. Add only fields with a clear operational purpose.
Link to this answerWorkforce Data Migration Inventory: How should we handle missing values?
Leave unknown information blank or mark it for review. Do not invent a value to make a row appear complete.
Link to this answerWorkforce Data Migration Inventory: How do we record an exception?
Keep the original observation, assign an owner, record the decision separately and retain a source reference for later review.
Link to this answerWorkforce Data Migration Inventory: What evidence should be linked?
Link to an approved source record or controlled repository. Avoid copying sensitive personal details into an open worksheet.
Link to this answerWorkforce Data Migration Inventory: Who reviews a completed row?
The role accountable for the decision should review the record under the organization's own approval rules.
Link to this answerWorkforce Data Migration Inventory: How should sites use the same vocabulary?
Agree stable site identifiers and shared labels, then document any local aliases so cross-site reporting remains understandable.
Link to this answerWorkforce Data Migration Inventory: Can teams add local columns?
Yes, when a local field has a clear purpose and an owner. Document its meaning and do not repurpose an existing field silently.
Link to this answerWorkforce Data Migration Inventory: How often should this be updated?
Set a cadence based on the process, event frequency and close or rollout calendar; record the last review date and owner.
Link to this answer