Human Resource Information System (HRIS) Implementation
A Human Resource Information System (HRIS) is a software or online solution for data entry, data tracking, and the data information needs of the human resources, payroll, management, and accounting functions within a business organization. There are several vendors in the market today offering software with diverse features. A good HRIS in place boosts the performance and efficiency in even the most complex business environments.
Implementing HRIS is part of a larger change management activity. A successful HRIS implementation is not just about overseeing the technical details with a fine eye, but it’s about planning and communicating better. Now, whether an organization is opting for HRIS as a first time measure or opting for a newer solution, successful implementation of HRIS depends on certain key factors and considerations.
If followed as a step by step process, HRIS implementation should be a smoothly carried out operation.
Selection of an HRIS
Have a Proper Plan in Place – The plan for implementing an HRIS must be drawn up in advance with all details outlined; details include who would manage the project, roles and responsibilities during the set up, back-fills while resources are dedicated to this project, and the timeline by which the project should be in place.
Inform the Organization - Preparing the employees is one of the most important tasks for ensuring the success of an endeavor. HRIS is all about centralized data storage, so it demands integrated work processes. When there is collaborative work expected, it will take time to round up the employees from various departments and to synchronize their efforts. It is vital to inform them of what the organization plans to implement and why.
Need Assessment - Before even looking at the various available HRIS options, organizations need to figure out their particular needs. Since it is a solution that integrates functions across the entire organization, all departments will need to brainstorm about the requirements. The good part about this step is that when the brainstorming happens, there is a lot of light shed on the business processes operational in the organization. Management is able to learn significantly more about the firm itself.
Awareness of Rules - The organization must review and incorporate business rules, regulations and compliance related requirements.
Involve Senior Management - An HRIS implementation impacts the entire organization. If there is support top-down from the very start of the implementation, there is a better chance at success.
Vendor Selection - Carefully choose a vendor with a good track record, expertise in the field and who would be around for a while. In a scenario where mergers and buyouts are an everyday affair, it wouldn’t be wise to be left wondering where to go with issues arising, if any.
Once the HRIS is selected, it will need to be customized to some degree to meet the organization's requirements:
- Make sure that the person installing the HRIS has enough knowledge and direct installation experience with the product being installed. Seek references and verify if need be.
- Have project requirements, costs and timelines agreed on in writing.
- Draw up a tentative schedule about how and when training to users would be provided.
- Have all the data ready in place well ahead in time. If the organization is ill-prepared it will seem lackadaisical in approach to the other person, and a non-serious impression is highly undesirable.
- Test the HRIS upon implementation.