The human resource department handles a range of functions within a company—recruitment, training, employee relations, compensation and benefits, performance management, and compliance management.
Each member works to hire the best talent, keep employees engaged and provide helpful business insights. Now, imagine how difficult it is from them to perform such activities if there is no system in place?
This where a human resource information system (HRIS) comes in handy. Such a tool assists with managing people, automating manual tasks, and keeping information orderly, thus allowing HR professionals to better save and allocate their time.
If you’re planning to invest in this system, you must first map out a plan and do the necessary steps before implementing it. Read on to find out how to avoid falling victim to minor or major HR software implementation failures.
Avoid Falling Victim to HRIS Rollout Failures
Communicate, Don’t Assume
Effective communication is the key to any success. This process of exchanging information is ideally applicable when choosing, implementing and utilizing an HR application.
In the planning stage, it’s recommended to involve your human resource unit in the decision-making. These individuals are the ones who will be using the software every day so it makes great sense to consult them.
Once a system has been selected, the top management and HR team should set the following— a project plan, objectives, an estimated budget, implementation timeline, and requirements. It also helps to have a project team that will manage the HRIS implementation process.
The communication shouldn’t also stop when the software has been incorporated into your business’ system. Everyone is encouraged to voice out their concerns and feedback about the tool to assess whether it speeds up the processes and offers great utility.
Consider Several HRIS Providers
Purchasing an HRIS solution is a major decision to make. The software per se costs a copious amount of money and you wouldn’t want it to be left unused later on.
This is why you need to consider several HR software vendors before buying one and signing up a contract. Three options aren’t enough. Vet six to nine software providers and go through their product offers thoroughly.
Look at the essential features (i.e. payroll, training, etc.), then check and compare the price offered by the vendors. If the other provider’s price offer is too much, then look for a vendor that has the same feature for a lower price.
When you’ve finally zeroed in to one or two HR solution providers, it’s time to take a look at demos. Doing this will help you gain knowledge about the HRIS landscape and determine the unique aspects of every vendor and the industry’s standards as well.
Determine Current & Future Needs
What your business needs right now might no longer be necessary for the next years and what you have today might be a red flag in the future.
Since today’s business world is rapidly changing, you must determine your business’ present and future needs. Do this by assessing your current workforce, reviewing the current processes or resources and deciding whether to increase resources for future use.
To ensure that your human resource system meets your present needs and can keep up with your future needs, choose one with high levels of scalability. A scalable HR solution is the best option as it can grow with any business.
It can support increasing workloads and adapt to an increasing amount of data, as well as the growing number of users. In short, it saves you a hefty amount of money as it can expand its lifespan.
Prepare the Organisation for the Change
No business should escape from change. It works the other way around because change should be embraced.
The same thing applies to HR software implementation. When you plan as such, your HR team can’t escape from it. That’s another reason why HR professionals should be involved in the selection process—to prepare them for the change.
Preparing everyone means training them and keeping the communication open before, during and after the implementation. This proactive approach facilitates a smooth transition from the old process to the new HRIS solution in a seamless manner.
Failing to do this assures you the opposite things: poor operational efficiency, heightened employee stress, and so on.
Incorporating a human resource information system (HRIS) is exciting for many reasons. It offers a wealth of benefits such as increased productivity, reduced burnout, organized HR information, and more.
While it’s an exciting step for any company, one shouldn’t take the HR system selection and implementation lightly. Follow the above tips so that you will not fall victim to HRIS rollout failures.