Implementing a HRIS into the workplace can be the first step towards improving productivity, employee job satisfaction, recruiting processes, and many other business functions.
While HRIS systems may be intuitive to use, however, implementation itself is often not a straightforward process. Many companies make mistakes during the HRIS implementation process that can ultimately decrease the potential benefits of the HRIS and reduce user adoption rates.
Failure to Select Project Management
Many companies make the mistake of relying on a vendor for project management. A vendor’s priorities will not always be compatible with a company’s priorities. Unfortunately, this may ultimately cause conflict and slow the implementation process.
When selecting a project management team, an experienced project leader and two other highly flexible team members should be chosen. Selecting more people may make it challenging for the project team to reach a consensus. The team that is chosen should be allowed to focus strictly on HRIS implementation, while regular job duties are fulfilled by another employee or manager.
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Poor or Incomplete Planning
Poor planning is responsible for the failure of about 68 percent of all IT projects, according to the 2009 Standish CHAOS report. Planning each phase of HRIS implementation, taking shareholder needs into consideration, and creating a detailed timeline can make the implementation project move swiftly and increase the likelihood of success.
Organizing the office in such a way that processes can be quickly automated may also help simplify implementation and even save budget dollars. In turn, vendor representatives’ time can be put to good use, rather than having to wait around while HR professionals search through files.
Lack of Consideration for Employee Opinions
Next to planning shortfalls, failing to consider the human element during HRIS implementation is the second biggest reason for most project failures.
As employees need to work with the system on a continual basis, it’s only fair that they have some say in what kind of system is chosen and what features are prioritized. Holding company-wide meetings (in person or online) at each stage of selection and implementation will go a long way in making employees feel included in the process.
Entering Inaccurate Data
After the project has begun, many companies rush through the data transfer phase. Rushing through data transfer, rules setup, or any other technical aspect of HRIS implementation is a recipe for disaster, as inaccurate information renders HRIS information worthless.
Parallel testing and other safeguards can help ensure the accuracy of data. A great way to spot mistakes is by specifically assigning employees to double check data for errors, before they ruin the project.
Insufficient Data Security
HRIS data is highly sensitive, as employees’ personal information and proprietary company information is stored within the files.
Before any information is transferred or entered into a HRIS, adequate security measures should be taken to protect the data. After data is transferred or entered, security clearance measures should be taken by establishing passwords for every single manager and employee that is allowed to access the system.
Authored by: Dave Rietsema