Organizations in 2023 rely heavily on powerful software to streamline their operations, and their Human Resources departments are no exception. A lot of the success in adopting software tools lies in how the implementation process is managed, especially in the case of a core HR software, such as an HRIS, that touches every person in the company.
According to recent estimates, the HR Tech market in 2022 represented a growing $148 billion space, providing solutions for the future of human resources management. Companies of a certain size will find that it’s nearly impossible to function without a powerful HRIS (Human Resources Information System) which provides valuable insights into the company's workforce.
These tools allow managers and HR professionals to make data-driven decisions that improve employee satisfaction and retention. With the right HRIS, companies can focus on their core business objectives while ensuring that their human capital is well-managed and engaged.
Implementing a new Human Resource Information System (HRIS) requires critical planning, and the process of implementing the software can be a significant challenge for many organizations.
To overcome these challenges, organizations should develop a clear and well-defined strategy that addresses specific business needs and key stakeholders. They should also ensure buy-in from employees through effective communication, training, and change management strategies. Additionally, organizations should be prepared for the potential challenges that may arise during the implementation process, such as data migration issues, system integration challenges, and user adoption obstacles. By being proactive and addressing these challenges early on, companies can ensure a smooth and successful implementation.
Common Barriers in Implementation of a New HRIS
When the decision has been made to adopt a new HRIS (for the first time, or to replace another system), a company may face some common challenges. Here are five to consider.
1. Employee Resistance and Change Management
Reluctance and pushback from employees are not uncommon when changing to a new technology. Employees may have concerns about job loss, changes in job responsibilities, and a lack of understanding about how the new HRIS software will impact their daily tasks. To overcome this barrier, it's important to effectively communicate the benefits of the software to employees, provide training and support to assist them in adapting to the new system, and involve them in the implementation process.
One way to communicate the benefits of the software to employees is to hold informational sessions or webinars. In the session, employees can learn about the features and functionality of the software, and how it will help them to be more productive and efficient in their jobs. Additionally, involving employees in the implementation process by forming a user group or steering committee can help to build buy-in and support for the new system.
Information sessions can be divided by user tier. For example:
- HR management and workers who will build out talent management workflows on the HR software and look at the analytical data it generates.
- Related departments who will pull information from specific modules in the HRIS to perform their function (for example, the accounting team will use time-tracking data to run payroll).
- Employees who will input data and interact with the user interface.
Providing training and support is critical to helping employees adapt to the new system. This can include offering online tutorials or in-person training sessions, as well as providing a help desk or support team that employees can turn to with questions or issues. Additionally, providing access to online resources such as user guides or FAQs can also be helpful.
Another tactic is to pilot the software before the full implementation and use the results to address any issues that arise. For example, you can select a group of employees to test the software, and gather their feedback and suggestions. This can help to identify any issues or concerns that need to be addressed before rolling out the software to the entire organization.
2. Cross-Border Implementation
Another barrier to implementing HRIS software is the complexity of deploying the system in a multinational organization. This can include issues related to data privacy and security, currency conversion, language localization, and cultural differences.
To overcome this barrier, it's important to work with a software solution that has experience deploying software in a cross-border context and to involve local stakeholders in the implementation process.
When it comes to data privacy and security, it's recommended to work with a HRIS vendor that is compliant with international data privacy regulations such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). Additionally, ensure that the software is configured to meet the specific data privacy and security requirements of each country in which it will be deployed.
The benefit of a SaaS HR technology is that compliance is centrally updated by the vendor according to changes in privacy and compliance laws, which takes a huge burden off your HR team.
Currency conversion and language localization are also important considerations when deploying HRIS software in a multinational organization. Reputable HR software companies will be able to support multiple currencies and languages. Before buying an HRIS, ensure that the software is configured to handle currency conversion and language localization correctly.
Finally, make sure key employees in every country are involved in the implementation process. This can include forming a cross-functional team made up of representatives from different departments and countries, and involving them in the decision-making process.
Additionally, you can conduct focus groups or surveys to gather feedback and suggestions from local employees.
3. Technical Issues
It may be obvious to point out, but implementing new HRIS software can result in some technical issues between HR and IT departments. This can include problems related to data integration, system compatibility, and user access. To overcome this barrier, it is important to involve IT staff in the implementation process and to ensure that the software is compatible with existing systems.
When it comes to data integration, work with a vendor that can integrate the HRIS software with existing systems such as payroll, time and attendance, and benefits. Note that establishing a data governance plan to ensure that data is entered and updated correctly and consistently across all systems is key to a successful implementation.
When selecting an HRIS for your company, bear in mind that a lot of technical barriers can be avoided by considering a tool’s integration potential. A lot of corporate software vendors offer HRIS integrations that are native to the software solution, which saves you the trouble of creating custom workarounds.
4. Data Quality and Accuracy
Ensuring HR data quality and accuracy is crucial for the success of an HRIS implementation. Poor data quality can lead to your HR department working with inaccurate reports. This, in turn, leads to poor decision-making and a lack of trust in the system.
To avoid issues relating to employee data, establish clear data governance policies and procedures. This includes creating a dedicated data team responsible for data entry, validation, and management. It also requires setting up data validation rules to ensure data is entered in a consistent manner, and regular data quality checks to identify and fix errors.
Examples of tactics to improve data quality include:
- Providing regular training to employees on HR data entry and validation procedures.
- Implementing a data quality monitoring tool to automate the process of identifying errors.
- Creating a data dictionary to define the meaning and format of each data field.
- Establishing a data governance board that is responsible for data quality and data management.
5. Cost
It comes as no surprise that buying and implementing a new HRIS (including HRIS training efforts) come at a significant cost. The cost can also include ongoing maintenance. When buying an HR software, it’s important to conduct a thorough cost-benefit analysis to determine the potential return on investment.
Examples of tactics to reduce costs include:
- Negotiating a flexible pricing model with the HRIS company, such as a subscription-based model or a pay-as-you-go option.
- Identifying and prioritizing the essential features needed for the organization.
- Leveraging open-source HRIS solutions that are often less expensive, or free HR software subscriptions.
- Outsourcing the system implementation and maintenance of the system to a third-party provider.
Key Considerations for Training Employees on a New HRIS
When it comes to actually creating an HRIS training strategy for your organization, there are a few key things to keep in mind.
What are We Using the Software For?
First and foremost, it's important to be clear about what you want to achieve with the system. What business processes will it serve to streamline? Having a clear set of goals and objectives will help ensure that the system is tailored to your organization's needs and that training is focused on the areas that will be most beneficial.
Next, think about the different types of users who will be interacting with the system. For example, HR team members will likely need more in-depth training, while employees who will be using the system less frequently may only need a basic overview of the tool’s self-service portal.
When Do We Need This Knowledge?
Timing is crucial when it comes to training. It's best to provide training to HR and end-users before the system’s go-live date, so that everyone is comfortable with the new system before it's fully implemented. This will help minimize disruptions and make the transition as smooth as possible.
Who’s Responsibility is the HRIS Implementation and Training?
Project management is a key part of any HRIS implementation process, so setting up a dedicated implementation project team with representatives from all relevant departments is key. This team should be responsible for creating a detailed project plan with timelines, milestones, and deliverables.
Don't forget that support doesn't end once the system is live. Providing ongoing training and a dedicated helpdesk or support team that is on hand to answer any questions or address any issues that may arise will be crucial to maintaining user engagement and adoption of the system.
How Will Success and Barriers Get Relayed?
Communication is essential throughout the entire process and must flow from the implementation team to all affected parties. Keep all stakeholders, including employees, managers, and IT staff, in the loop with regular updates on progress and any changes to the training plan.
Ensuring Buy-in at All Levels
Getting buy-in from all levels of the organization is crucial for its success. Here are a few ways companies can ensure that everyone is on board and excited about the new system.
Get Input from All Levels
First, involve employees in the process from the very beginning. Ask for their input and feedback on what they would like to see in the new system. This will not only make them feel heard and valued, but it will also ensure that the new system is tailored to meet the specific needs of the organization.
Communicate the Benefits
Communicate openly and transparently about the benefits of the new system. Share how the new system will streamline processes, improve efficiency, and even provide new tools for employees to manage their own personal information.
By highlighting the benefits, you'll be able to get people excited about the new system and the improvements it will bring.
Empower Your Team with Training
Provide training and support to ensure that everyone is comfortable with the new system. The more people know about the new system and how to use it, the more likely they are to embrace it. Make sure to provide training for all levels of users, and have a dedicated support team available to answer any questions or address any issues that may arise.
Have an Implementation Plan
Put a clear plan in place for the implementation of the new system. This will help everyone understand what to expect, and will make it easier to track progress and address any issues that may arise.
Making the Switch: Managing the Change from an Older HRIS
To ensure a smooth transition from an established tool to a new HRIS, it is important to have a solid plan in place. This should include timelines, milestones, and clearly defined roles and responsibilities for all parties involved. Having a clear plan will help ensure that everyone knows what to expect and what needs to be done.
Communicate, Communicate, Communicate!
Keeping everyone in the loop throughout the entire process is crucial. This includes employees, managers, and decision-makers. Share updates on progress, changes to the plan, and any important information that may affect their work.
Generally speaking, managers are experts in their field with notable technical skills and impressive achievements. But sometimes they lack the communication abilities and the emotional intelligence needed to connect with their team. This lack of human-to-human skills makes it difficult for everyone to get on board with the new system.
Good communication is essential for CEOs or anyone in a leadership role. “Communication is the basis of modern society, and as such, is a skill no CEO can go without,” explain the counselors at Mindful Career.
Psychometric testing can help leaders better understand where they need to improve. With the insight this provides, managers can absolutely hone their communication skills.
Get Users Comfortable with the New Tool
Provide training and support to ensure that everyone is comfortable with the new system. The more people know about the new system and how to use it, the more likely they are to embrace it. Make sure to provide training for all levels of users, and have a dedicated support team available to answer any questions or address any issues that may arise.
It's also critical to involve the managers and department heads who will be affected by the new system, to get them on board and see the benefits firsthand.
Ultimately, be prepared for any potential challenges that may arise and have a plan in place to address them. This may include providing additional training, offering support, or even making adjustments to the new system to better meet the needs of the organization.
Best Practices for Training Staff to Use a New HRIS
The implementation of a new HRIS is a vital step for any organization looking to improve its human resources operations.
A powerful HRIS can bring a wide range of benefits to a company, including increased efficiency, better data management, improved compliance, and more effective decision-making. However, to fully realize these benefits, it is essential to approach the implementation process with a clear plan and strategy for upskilling users.
Use Resources Provided by the Vendor
Creating a dedicated HRIS training program is recommended, and the right vendor will be able to help provide timelines and tactics to get all teams on board.
Consultants at Groom & Associates will often recommend adopting ADP, as they provide fantastic support and training sessions. Workday is another company with noteworthy assistance and training. No matter which vendor a company chooses, they must still explore various approaches to training their own teams.
Create a Manageable Trainee Experience
One effective approach is to create “learning journeys” for different user groups. This means breaking down the training into smaller, manageable chunks that cover specific topics, rather than trying to cover everything in one go. This approach allows employees to focus on the areas that are most relevant to them and to learn at their own pace.
Another best practice is to offer “classroom-style” training. This can be done in-person or via webinars and allows for hands-on practice and interaction with trainers and other attendees. This can be especially useful for employees who prefer a more structured learning environment or who may have more complex questions about the new system.
In addition to classroom-style training, companies should provide self-training options, such as online tutorials, webinars, and video guides. This allows employees to access training materials at their own convenience and to review them as many times as needed.
Make Training Resources and Assistance Accessible
Have an online user manual or guide that is easily accessible to all employees. This can be a quick reference guide that employees can refer to when they need help with specific tasks or features.
Moreover, consider creating a dedicated support team available to answer any questions or address any issues that may arise. This team should be well-versed in the new system and able to provide guidance and support to employees as they learn.
Incentivize Training
Companies might also want to explore the option of offering incentives or rewards to employees who complete their HRIS training. This can help motivate employees to learn the new system and can also be a useful way to track progress.
Watch Out! Common HRIS Implementation Pitfalls
Adopting a new HRIS is no small feat! To make sure of a smooth transition and implementation, it’s important to note a few common issues that can arise.
1. Resistance to Change
As mentioned, a common pitfall to be aware of is employees and managers rejecting the new system. It’s easy to understand why some people get used to using a certain HRIS system, and are resistant to change (especially when they spent significant time learning the current software).
To help them adapt, it’s crucial to communicate why the company has decided to migrate to a new HRIS, and how it will benefit everyone in the long run. Let them know that there will be proper training and support to mitigate their stress or anxiety.
2. Poor System-Organization Fit
Another common pitfall is not fully understanding the organization's needs and requirements when selecting the new HRIS. It's important to conduct a thorough assessment of the current processes, data and reporting needs before selecting a new system. This will ensure that the system aligns with the organization's needs, and avoid dissatisfaction and underutilization of the system.
3. Lack of Testing
A third pitfall is not testing the system before rollout. It's important to thoroughly test the new system to ensure that it meets the organization's needs, integrates with existing systems, and is user-friendly.
Failure to test the system before deployment can lead to issues such as data loss or system downtime. If multiple issues arise immediately after going live, you may see users losing faith in the new system, or increased reluctance to use it. Working with an ineffective core HR software harms the employee experience you offer.
4. Lack of Support
Lastly, not having proper maintenance and support can also be a serious problem. It's essential to have a dedicated support team in place to handle any issues that may arise and to ensure that the system stays up to date with the latest features and security updates.
Key Takeaways on HRIS Implementation
- One of the most important aspects of a successful HRIS implementation is planning. This includes assessing the current HR processes, identifying areas for improvement, and determining how the new HR system can best support these processes.
- Another key factor in a successful HRIS implementation is building a dedicated support team. This team should be responsible for overseeing the implementation process, as well as providing ongoing support and maintenance for the new system.
- In addition to these factors, it’s also important for companies to consider the scalability and flexibility of the new HRIS. As the business grows and evolves, the HRIS should be able to adapt to changing needs and requirements. The system should also be easy to integrate with other business systems, such as payroll and accounting.
- By thoroughly planning the implementation, building a dedicated support team, and considering scalability and flexibility, companies can ensure that the new HRIS meets their specific needs and improves overall efficiency.
