To ensure your HRIS implementation goes smoothly, there are some questions you need to ask internally and of your software provider. Having a clear idea of what to expect with your new software will make the transition easier and deliver the results you expect.
First, Ask Yourself…
1. What is the purpose of automating the system?
Most human resources software companies have full HR solutions ormodules designed to handle specific functions such as salary and wage administration, compensation and benefits, employee relations, compliance, document management, and more. Is your company ready for a comprehensive solution or are you concerned with streamlining a couple specific functions only?
2. How do you decide which modules to implement first?
Whether your company is large or small, there may be certain functions that take a disproportionate amount of time and are obvious candidates for automation. Once you have determined the most time consuming, and in the case of compliance issues, most complex functions, you know where you need to make the first change.
3. How will implementing human resources software change the job functions of current staff?
Your HR staff may see the value of change, but may wonder if computerizing Human Resources will reduce their functions or make them unnecessary. Even when the company has implemented an HRIS, staff will have additional time to spend on other aspects of their jobs.
4. How are employees trained to use the self-service function?
Systems that allow employees to update personal information, review policies, and view their wages, vacation days, accrued time, absences, etc. are usually available around the clock. To assure that employees will rely on the online records, in-person and online training sessions that stress this convenience will go a long way toward encouraging people to use this new resource rather than stopping by the HR office.
5. What if employees have other questions that the system does not answer?
Ideally, the system will be so easy to navigate that employees can find what they need. The language used should make it clear when employees should contact Human Resources versus when they need to call someone else, such as a customer service representative from an insurance company.
Then, Ask The Human Resource Solution Provider…
6. How will the system be implemented?
Most new human resources software requires a period of testing before going live. This is after your staff has been trained and a select group of users begins testing the system. The human resources solutions provider will make it clear when the program is ready to use and will try to make necessary changes in off-peak hours. This will give you time to inform your employees of the impending change and notify them when the system is inaccessible.
7. How long does it take to implement the system?
Depending on how comprehensive the system is, implementing it may be a one-day event or a series of releases. Your provider will keep you informed of the progress, so that you can notify any affected personnel. The more comprehensive the system is, the more wisdom there is in staggering the implementation of different modules. This also allows for thorough training of your staff and for any bugs to be worked out in phases.
8. How fast does the support system respond?
To reduce the frustration of internal HR staff and other employees, the software program should offer multiple ways to get a response. For time-sensitive items, such as accessing medical cards, there will be a mechanism to provide a faster reply.
9. How are upgrades handled without inconveniencing employees?
Programming enhancements, as well as bug fixes, are essential to keep your software running smoothly and keep it up to date. Your provider should do this regularly, during the evening or weekend hours. There will be a message on your welcome page if the system will be down for a planned upgrade.
10. How will employee and staff feedback be used?
Your HRIS should be a living organism that changes when needed to keep it responsive. To assure this, your provider should solicit suggestions and feedback through surveys that allow for open-ended questions, email forms, or even focus groups to express concerns. The provider should share any feedback that comes directly to them so that you can discuss needed changes in the system.
Buying human resources software should not be an off-the-shelf solution. Your HRIS provider must be willing to enter into an ongoing business relationship to make sure that the product works for you once implemented and that it continues to do so as long as you need it.
An established provider of Human Resources solutions, Davanti is committed to the on-going communication and customer service you need. Contact Davanti today to discuss a system that will revolutionize your business.