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HRIS (Human Resource Information Systems) are the backbone of data-driven HR departments and companies.
These systems allow you to integrate different HR information / management systems to perform HR functions like providing customized onboarding programs based on new hire data and drawing insights from HR data like measuring the effectiveness of various employer brand development efforts.
Implementing HRIS systems, however, is a long and complex process (HRIS/HRMS implementation can take as long as 3-5 years), especially if you don’t take the time to properly develop your HRIS implementation strategy or adjust this strategy when required.
But, as long as you take the HRIS implementation process step by careful step, your organization can smoothly transition into a more systematic and effective era of HR management.
Here are the steps you should follow for a successful HRIS implementation.
The first step toward getting your HRIS live is creating your preliminary project plan and defining your objectives for the HRIS.
At this stage, you should define the reasons that your HRIS is needed, the problems that will be solved following your hr system implementation and the problems that will not be addressed by the HRIS.
For example, if one of your goals is increasing morale and employer brand strength through payroll implementation, your HRIS could include payroll time conversion that rounds up to the nearest half hour
Your project plan should:
To ensure that your HR implementation plan is successful, you need to involve stakeholders at all levels, from the executive suite, to the rank and file employees and managers who will be using the new system.
Without buy-in, new system implementation can become delayed or deprioritized. Worse still, a lack of buy-in can result in your new system being a source of pain or contention in your company, as employees and executives alike struggle with the system and fail to see the value of this investment.
To secure the support you need for your implementation project to be a success, you should take the time to present the business case to all stakeholders and future users of the system.
Creating a project team that is equipped for the HRIS implementation process is essential for its success.
You want to draw on a diverse range of perspectives, experience and seniority levels to ensure that all objectives and needs related to your HRIS implementation are met.
Before you begin your implementation project, create your project team and define each member’s role and responsibilities. Answering the following questions will help you create your dream project team:
To choose the right HRIS, you need to approach you search systematically and evaluate each solution against the business needs and required functions you have defined for your project plan.
These are the most important factors to evaluate when researching potential HRIS for your company:
After you have identified a HRIS provider that meets the objectives and needs you have defined, it’s time to update the project plans and timelines you created at the beginning of this process with the specific parameters of your chosen system.
To more effectively plan the implementation process and execute implementation, create a visual process map divided into project phases.
Here’s an example of an HRIS implementation process broken down by phases:
Phase 1 - Prepare
Phase 2 - Implementation
Phase 3 - Going Live
Phase 4 - Post-Live Evaluation and Support
Now that you have your implementation process mapped out, it’s time to get to work.
The cost and timeline of this project will vary based on the HRIS you have chosen, the size of your organization and the information systems that will be integrated under your HRIS, but no matter the time and capital investment, these best practices will help you complete this project successfully.
To see some practical examples of a typical IT implementation process for HR systems, here are some resources provided by and concerning Oracle HR system implementations:
Once your HCIM is up and running, it’s crucial to begin training users as quickly as possible and testing for issues that will affect users throughout your organization. The longer the down time between your system going live and it’s full adoption and integration by employees, the greater the cost.
Here are best practices for your post-live training on your HRIS:
The last step of your HRIS implementation process is to test the post-live performance of the system and measuring its ability to meet the objectives, perform the functions and solve the problems defined at the beginning of this process.
For example, if your old payroll system was inconsistent and had employees consistently asking “how long does it take to process payroll anyways?” one of your key criteria would be evaluating the processing consistency and speed of payroll deposits.
In a related example, if you were looking into how to convert time for payroll in a way that increased employee satisfaction and employer brand strength, you would want your HRIS to:
Human Resource Information Systems ensure that all of your HR data is centralized and able to be used by anyone who needs to use it, but data lakes accomplish the same result more easily and quickly.
Using a private SwoopTalent data lake, you will be able to access all of your talent data anywhere, any time. From making more informed hiring decisions to rich, comprehensive talent analytics to power machine learning, SwoopTalent exists to help you become more data driven at every stage of the talent lifecycle.
Implementations with SwoopTalent are measured in weeks, not months.The best way to optimize your own planned implementation is to talk to us, and we'll give you a clear plan.
You can schedule a demo here, and we’ll show you how our data solutions bypass the expensive and time consuming HRIS implementation process. You can also