Implementing a HR system can bring numerous benefits to any organisation. A HRIS (Human Resource Information System) can not only save your organisation valuable time on those administrative heavy HR tasks such as annual leave management, but also allows for improved employee engagement, reporting as well as payroll accuracy and HR compliance when it comes to employee data management. Ultimately, implementing a human resource information software can transform your HR function.
But what factors should you consider to allow for a streamlined HR system implementation? Let’s delve into our five key considerations.
1. Your organisation’s criteria
Before you begin this process, it is vital to consider the essential and desirable criteria of what your organisation and key stakeholders are looking for in a HRIS. Whether you are currently operating a paper-based HR administrative process or are using a HR system that isn’t fit for purpose; each organisation will vary in terms of what they are hoping to achieve by implementing a HR system. With a world of HRIS systems to navigate, there will be a HR software package available to meet majority of your requirements.
Key HRIS features usually include the ability to:
- Upload company handbook and company policies
- Store all confidential employee documents with read requirement
- Track and manage employee annual leave entitlement and TOIL with the option for employee self-service
- Log employee data and training records
- Produce and create data reporting for HR and leadership teams
- Be mobile app enabled
- Company communications and engagement
- Additional integration modules range from recruitment, payroll or rota enabled
In today’s market, the majority of HR system providers have various packages available. These packages will vary depending on the size of your organisation, your budget and how sophisticated you require the human resource information software to be. Most starter HRIS packages enable you to store basic HR data and manage annual leave with an option to upgrade to the next package at a later date to mirror the needs of your business.
Develop a project plan. When working with organisations and HR professionals to select and implement human resource information software, we usually work to a three stage process:
Stage 1: HRIS Selection:
With a rapidly growing market of human resource information software’s available, researching and selecting a HR system that mirrors your requirements is key.
Stage 2: HR System Implementation:
This includes the collection and cleansing of employee data and working closely with the chosen HRIS provider to configure the system to meet your needs.
Step 3: Communication and training:
It’s crucial to ensure the correct communication, training and support is provided across your organisation to ensure early adoption of your HR system.
3. The data
It is never too early to start collating employee and HR data together, especially if this is currently stored in a paper-based way. Whether that’s company handbooks, employee contracts, annual leave requests, TOIL management, training logs, or an updated list of who is the allocated health and safety officer, fire warden, first aider etc…. the list goes on!
For the implementation of the HR system to aid in the efficiency of your business, it’s essential that all uploaded data is accurate. Consider the following:
- Where is your employee data currently stored?
- How easy is it to gather this data together?
- How can this be transferred to your chosen HR system?
- How accurate is your data?
When selecting and implementing a HRIS, agree a proposed timescale for the HR system project to be completed. Be sure to take into account your day-to-day business activities and the internal resource available to support an effective HR system implementation. Depending on factors such as the requirements of your HR software, how many employees you have and how intricate you require the HR system to be, a complete HRIS project may have a timescale of anywhere between from 8 weeks – 6 months. Don’t forget to pencil in the test group stage and training for your line managers.
5. Employee engagement
To allow for your selected and implemented HR software to be of value to your organisation, it’s important to gain employee engagement from the start. Whether you have 10 or 10,000 employees, be transparent about the purpose of the HRIS and how this updated HRIS will benefit them. Developing a communication plan will support the change process. This includes communicating why you are implementing or changing HR systems as well as a clear date of when the newly selected and implemented HRIS will be rolled out.
When considering the selection and implementation of a HR software, it is important to listen and engage your key stakeholders throughout every stage. Your HR team, line managers and employees will be using the human resource information software frequently. Therefore it is important that it is fit for purpose and easy to use.
As HR software specialists, we have supported numerous organisations across a variety of sectors in the selection and implementation of a HRIS. Our latest HRIS case study explores the positive impact the HR software has had for one of our clients.
If you require support, recommendations and guidance on implementing a HRIS in your organisation, please don’t hesitate to get in touch with our team who can also offer additional HR support.