Acquiring and implementing a new HRIS software solution can be exciting as companies and their employees consider all of the ways that the new solution will benefit their daily lives and save time. However, many companies make the mistake of getting wrapped up in the potential benefits and failing to properly address the challenges of HRIS implementation. Understanding some of the top challenges to HRIS implementation and how to handle them can ensure greater implementation success.
Employee and Manager Training
The value of training employees and managers to use a new system should not be underestimated. Even the most intuitive systems can seem imposing when employees and managers are unfamiliar with the appearance and functions of the system. Employees and managers should be involved in the implementation and adaptation of the system as much as possible, and a fair amount of time should be set aside for employees and managers to learn how to use the new system.
Employee Change Management
Managing change is different from training but can be addressed during HRIS training meetings. Additional support should also be available after training to help employees adapt to using the new system on a daily basis. Managers should clearly express how and when employees can reach out to discuss issues with the new changes, as with emails or specific office hours.
As part of change management, employers should be prepared to discuss:
- Why the change (new system) is needed
- What changes there will actually be
- What effect the change will have on individuals
- What steps must be taken to successfully transition
Configuring HRIS for Optimal Function
HRIS often have so many possible features available to use that companies become overwhelmed and stick to the basics. This may be helpful for getting used to the system at first, but will not help companies to maximize their ROI. After the initial stages of implementation, it may be helpful to bring in an expert to configure the system to send alerts and automatically print reports that can help with labor management, compliance, recruitment and staffing, and productivity.
Assessing Quality and Accuracy of Information
Information is only accurate and valuable when the right formulas are used to derive the information, and the right constraints and cross-references are used to analyze the data. For companies that have never used HRIS, it can be difficult to assess the accuracy and quality of information. HRIS analysts or vendor representatives may be invaluable in overcoming this challenge.
Complying with Legal Requirements
Even small organizations may have dozens of federal, state, and local regulations to adhere to. Failing to understand the legal requirements for the data, process, and structure can cause companies to incur penalties and make them susceptible to audits. HRIS vendors may be able to help companies understand what reports and information will be required to show compliance with regulations.
Ensuring Data Security
With SaaS and cloud-based HRIS software becoming ever more common, companies must make sure that data is secure right from the start. To assess the security of a new system, companies should ask vendors about the security of data in transit and data at rest and understand what data security management systems are in place. Just as importantly, companies should take precautions to ensure password management and to make sure that only parties with clearance can access certain sensitive information.
