Many firms implement a new HRIS so they can replace several different systems, including payroll systems, benefit systems, and employee information storage systems. The new HRIS boasts one system that performs all functions. Other companies may implement HRIS to modernize non-automated systems or update legacy systems.
What most organizations fail to realize, however, is how deeply the implementation of a new HRIS will impact the organizational structure and processes.
Evaluation Process Impact
Even before a HRIS is completely implemented, the process of evaluation may begin to impact the way various departments work together.
A team is typically assembled with representatives from every involved department to outline goals for the new system. Departments may include HR, IT, training, payroll, and benefits. As the team discusses goals for the new system, each member of the team gleans new insight into how the other departments operate and accomplish tasks within the organization.
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Process Improvement Insights
As HRIS evaluation teams begin to see the different organizational processes on a wider scale, new ideas for improving processes emerge. This is accomplished by aligning department tasks with the goals of other departments. As these potential improvements are discussed, the goals and expectations for the HRIS may evolve.
It is important for project managers to carefully consider the team’s thoughts regarding the improvement of processes. They must also contemplate how a new HRIS will support these improved processes to make sure that the changes are realistic for the given budget and timeframe.
Technical Aspect of HRIS implementation
To successfully set up the new HRIS, people that have acquired a thorough understanding of both the business and the HRIS will need to configure the system to meet the needs of the organization. Configuration requires personnel that can manage to spend time away from “home” tasks. Requiring employees to try and keep up with both HRIS implementation and standard organizational activities can cause burnout and a failure at both tasks.
Third parties may assist in making the process of implementation run smoother. Even so, care must be taken to ensure self-sufficiency of the organization in HRIS support and management to avoid future issues.
Human Aspect of HRIS Implementation
Many organizations make the mistake of solely focusing on the technical aspects of HRIS implementation, and completely disregard the human side of the equation. This can become an issue, simply because configuring a system to conform to a new and improved hiring process is much easier than training all the departments to understand, execute, and enter the required information into the new HRIS.
Not only that, but everyone must agree with every portion of the new process. Organizations must budget and plan for the amount of time that it will take to ready employees for all of the organizational and structural changes, otherwise employees may become confused and disgruntled.
Turnover after HRIS Implementation
After successfully implementing a new HRIS, many aspects of the organizational structure and processes are bound to be different. Ideally, these changes should be viewed positively, but it is not realistic for all employees to happily adapt to the changes in daily tasks and overall job description that the HRIS will create. Companies must prepare themselves for some turnover, as employees come to terms with the changes that the new HRIS has brought about.
If you’re looking for a new HRIS and want to ensure a smooth implementation process, we can help you select a vendor that focuses on implementation support. Visit our vendor match page to get started.
Authored by: Dave Rietsema