Data integrity is critical in every aspect of business, especially as it pertains to human resources. If HR data is inaccurate or inconsistent, it can affect employees’ paychecks, employee performance reviews, training and development, productivity tracking, the reputation of the company, the bottom line and productivity itself.
If you are converting a manual system to an automated one during HRIS implementation, or altogether switching to a new system, it is easy for data integrity to be compromised. One number in the wrong place or incorrect formula can jeopardize the integrity of numerous pieces of information. Please take steps to maintain data integrity throughout the HRIS implementation process so that simple slip-ups don’t have a dramatic impact on the workplace.
Establish Good Vendor Support Relations
It may seem like it should be a last resort, but it may be very helpful to establish good vendor relations and set up a support system through the vendor as a first step. The vendor support personnel are the experts when it comes to your new software; they have likely dealt with any issues that you may encounter.
You should try to work out the bugs in your new system before contacting vendor support. Nevertheless, it’s in your best interest to establish a good relationship with support personnel before you need their help.
Run Trials before Entering Real Information
Before converting all your information to the new HRIS, try entering a few pieces of information and performing the various functions available in the system on the information. If the reports process properly and everything looks good, move forward. However, if anything is incorrect, communicate with the vendor or your own in-house experts to figure out what is wrong, before beginning the full implementation process.
Select Professionals to Enter Data
It may be tempting to assign newer employees or those ranked at lower levels to perform the mundane tasks associated with data entry. However, HR professionals should really be the ones completing this step.
HR professionals will be less likely to make critical errors, as they understand the information being entered and are familiar with how the data is used. HR professionals will also be more apt to maintain tight security of sensitive employee information than lower-level employees.
Parallel Test the New System
When converting from a legacy system or manual system to a high-tech HRIS, it is helpful to run both systems simultaneously while everyone acclimates to the new system. Parallel testing in this way will help to identify errors that may have been caused by unfamiliarity with the new system. In fact, these errors may have been difficult to spot if the old system had been scrapped immediately.
If there are any inconsistencies in the data produced by the two systems, chances are high that those discrepancies are caused by formula or data entering errors with the new system. Thankfully, the old system will be able to help spot those errors with ease.
Spot Check Results Frequently
After the new HRIS has been fully implemented, parallel testing has gone smoothly, and the system seems to be running without a hitch, it is still important to spot check the results and the generated reports.
While the new system is operating just as expected, it is still possible that unfamiliarity will cause mistakes to be made for a time. Spot checking reports frequently after the implementation of a new HRIS will help ensure that your data integrity is maintained.
If you are looking to find a great HR software vendor that will provide plenty of support throughout implementation, we can help. Visit our vendor match page so that we can get started on finding the vendor that’s right for you.
Authored by: Dave Rietsema