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Best Practices When Implementing a New HRIS

Author: Dave Rietsema - Matchr CEO

Once your company has chosen a new HRIS, it’s time to implement the system. Unfortunately, many companies do not exert significant effort during the HRIS implementation process. As a result, this process becomes a choppy and burdensome one, often decreasing the benefits that the company gains from purchasing the new system.

Below are some best practices that may help companies reap the greatest benefits from their HRIS, in terms of both functionality and ROI.

Plan the Project in Advance

The entire implementation period of the HRIS should be planned with respect to the company’s limited time and resources. For best results, requirements should be prioritized. A timeline and budget for implementation should be discussed as well.

Implement in Phases

HRIS solutions have become much more advanced in recent years. While this can be very beneficial, it may also complicate implementation.

After prioritizing requirements, HR managers are able to choose the best way to phase in each step of implementation. Phasing implementation may help employees better understand the system. By dividing the new information into sections, employees are less overwhelmed and can better retain the new material.

Decide Upon an Implementation Team

Far too often, HRIS implementation responsibilities are dumped on the HR team or a few select employees.

In order to achieve an effective HRIS implementation, a HRIS team leader should be carefully selected based on their qualifications. The rest of the project team should be comprised of experts from different areas of the company. One or more employees should possess a high degree of technical knowledge, while a vendor representative or other third party should be considered a professional at HRIS implementation.

Implement Employee Self-Service Early

A huge benefit of having a HRIS in the first place is employee self-service. Therefore, it only makes sense to make this option available to employees as one of the first steps in the implementation process.

Since the entirety of the employee population is much larger than the few chosen team members that would otherwise be completing HR data entry, it is crucial to have controls in place. This will help in simplifying the introduction to the system. If it makes sense for your company, this protocol can help save tremendous amounts of time and may reduce errors when employees enter their own information.

Optimize the Roll-Out

Planning the roll-out process in advance can help with spotting potential problem areas. This approach may also help to phase the roll-out, HRIS implementation, introduction of certain departments or company locations to the system and the assessment of each phases’ success. Support should be in place to answer employees’ questions and assist with any misunderstandings or complications that occur.

Drum Up Enthusiasm

Implementing a new system can be a scary prospect for employees, as errors can personally affect each and every person. The process is time consuming and can be daunting, too, so employees may feel negatively about the changes before they even occur. It’s important to help employees view the new system in a positive light by explaining how the system will improve daily life on every level.

Respond to Feedback

Throughout the entire implementation period, employees will likely provide feedback on every step of the process and every aspect of the new HRIS. It is wise for managers to pay close attention to what employees are saying and respond to their feedback in the most effective way possible.

If the roll-out is lacking, alter it; if the system functions fall prey to criticism, see what can be done to improve the functions or the employees’ understanding of the functions.

The right vendor can make implementation much easier, furthering your chances of project success when you follow best practices. For help with selecting your perfect vendor, visit our vendor match page.

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