Why Use a HRIS Implementation Partner?

One question we are frequently asked is – why should a business investing in a new HRIS system use an implementation partner? Here are the main benefits of using an HRIS implementation partner as we see it:

Broader HRIS and Technology Expertise:

A partner can bring experience of different sectors, systems and approaches. These elements can help deploy the new HRIS system more efficiently avoiding pitfalls that cause delay. They can also bring impartiality to configuration discussions and the impact of those choices on the organisation’s HR system. This infusion of specialist expertise can help avoid the “If I knew what I know today, I would have done things differently” situations.

Service and Speed:

Partners often provide a more flexible, personal service especially for small or mid-sized firms that are not likely to be the biggest client. A partner’s specialist skills will also speed up the implementation process so that internal resource can be focused on adoption and training rather than navigating the learning curve of the setting up phase.

More Choice:

Selecting from a pool of HRIS implementation partners allows you to select a partner that you are comfortable working with. This personal chemistry between the internal team and the outsourced team members is crucial to meeting project deadlines, translating business requirements and aiding in knowledge transfer.

Immediate Credibility:

A credible HRIS partner with in-depth knowledge of the HRIS space and best practice can accelerate buy in from internal stakeholders. Usually this works best when the partner has a broad understanding of processes and issues pertinent to particular stakeholders. This also helps to facilitate take up of the system among users.

Committed Preferred Supplier:

A third party HRIS implementation partner that is committed to the system (demonstrated by participating at the provider’s conferences, receiving partner certification, recognition or awards, and collaboration with their sales team) has an in-depth understanding of the system’s capabilities and limitations which is a beneficial in getting the most of a system.

Partnering Pitfalls to Avoid

However, it is also worth noting the potential pitfalls of outsourcing to a third party and these tend to become an issue when the following issues are not addressed:

  • Accountability – prefer a single company that is responsible for the deliverables of all work being proposed.
  • Execution – partner’s inability to execute on the deliverables based on lack of experience, training, and overall calibre of consultant(s).
  • Partner’s Viability – partner’s financial stability, leadership and proven ability to deliver results.
  • Project Ownership – “finger-pointing”. Problems resulting in the partner blaming the HRIS sales team, while the sales team blames the consulting team.

How to Successfully Embed your HRIS System

Our handy pointers on how to successfully embed your HRIS system into your organisation….

1. Engage your users early in the buying process

Nothing encourages users buy in more than when you get their input at an early stage. Allow them to express their opinion of the functionality of the HRIS system and its key attributes. Gather both their positive and negative feedback and suggestions. This will also help with addressing potential issues with your Implementation partner so you can embed your HRIS system with less hassle.

This early interaction will help users understand what it is that the business is looking to achieve and help them to adapt more quickly to the new HRIS system.

2. Create a plan to introduce the new technology

Develop a plan of how to train all employees so that they know how the new system works. Whilst cloud based HRIS system, like Fairsail, does make adding new absences or holiday requests, simple to administer you still need to cater for all levels of technical ability and remember that change can be daunting for some users.

Apply various training approaches to reach all users, from classroom training, to coaching, video’s or virtual webinars. Also, provide reference material and don’t forget about new starters training. The aim should be to get them into the habit of using the new system regularly.

We find it useful to select key change agents to help engage end users and gather feedback for you.

3. Highlight the benefits for users answer i.e. “What’s in it for me”

Focus on the ways that the new system will save users time and improve performance. Also, drip feed users tips and insight about the system functionality. This needs to start as soon as possible, not at the implementation stage. These positive messages will help to build excitement about the new system.

4. Continuous learning and improvement

Remember that coaching / training your employees to use your HR system is not a one time learning experience. You need to constantly update your employee’s knowledge. Use system reports to see how the various processes are being utilised and where there are gaps (e.g. where performance reviews are not being completed). Then use the data to drive awareness and coaching sessions.

Use the employee self-service functionality to engage and communicate with staff about new or improved features to the system or connect systems (e.g. payroll, time & attendance, expenses, etc.)

5. Make top notch technical support available when its needed

Create a support network to ensure users can get issues sorted out as soon as possible. Firstly have manual guides that contain enough information to make your employees feel safe handling the system. This avoids having to resort to technical support whenever a problem arises. Try to find a permanent solution for common problems.

Secondly, consider having one or two well-trained super-users who are your internal go-to people for first line support. This will speed up the issue resolution process and help improve the system set-up based on users’ feedback.

6. Reward users for engagement

We find that a competition and reward get greater system engagement. For instance, at the outset you could have a fun naming contest amongst employees or during the training do run quizzes. Similarly based on things like number of login’s or general usage of the system consider recognising users who shine. Finally, some systems like Sage People offer functionality to run snap polls to gain quick feedback about areas of the business, or even the system itself – this feedback can improve HR process and system set up.

7. K.I.S.S.

Remember less is more so only include the most needed features. The simpler the system and processes are, the easier it will be to train your employees and improve user adoption. In addition, the adaptation process will be easier if you limit yourself to include only those functions essential to achieving your immediate company goals.

This will also make maintaining the system going forward and adapting to changes in the company that need to be applied to the system (e.g. a company restructure).

8. It you don’t measure it you can’t manage / improve it

Lastly, do not forget to measure the success of your efforts. Run reports to see how well the system is being used and which aspects are maintained as required and which aren’t (e.g. gaps in data, late or no entries, etc.)

Run short polls to determine the general feelings towards aspects of the system, but best of all, go out and gauge the mood and get employee’s opinions by speaking to them.

 

If you would to discuss how to embed your HRIS System call HRIS implementation specialists Tugela People on 01327 317701 or via the website.