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.

HR System Selection Checklist

HRIS Vendor selectionWell done – you have secured the budget. You have recognised that the benefits of cloud-based HR Systems i.e. shorter implementation time, lower upfront costs and scalability and now like the majority (70%) taking part in the 2015 HCM buying intentions study, you are looking to buy a cloud based HR system.

Before you start shopping consider these elements as part of your HR System vendor selection process when reviewing HR technology.

1. Credibility and stability

How reliable is the vendor in the industry? Take up references. Check they have the relevant experience of the sector / geographical region you operate in and that their subject-matter expertise is up-to-date and compliant with new legislation. Do they have an inward investment ethos and do they get best practice workflows and processes?

2. Service ethos

When investing in a new technology, the service component is vital. Don’t be dazzled by the sales team, look at whole company’s service ethos. Do they offer guarantees or service agreements? Do they outsource their implementation / after sales service? If yes, how accountable are partners?

3. HR System Security and data protection

Data legislation is continually evolving and as such the vendor needs to keep up-to-date and ensure they prioritise remaining compliant and keeping HR and employee data safe.

Examine their security and data protection policies, also check if the vendor has security certifications.

4. Single-code functionality

This relates to how the vendor adds additional functionality to their system. Does a vendor add capabilities by acquisitions and partnerships? Check as this can create implementation issues and pose a support risk. Whilst a single application will reduce the number of errors vs. multiple ones. Acquired modules also sometimes come with a separate database and a separate technical code, which makes it harder to support or keep data synchronized.

A flag may be when a vendor brings different solution consultants to demonstrate different parts of the application. Often this means that they have added capability through an acquisition or a partnership.

5. HR System Usability

The usability of the HR system is important, mainly because it is a key factor in how quickly and easily the various internal stakeholders will embrace and use it which impacts on realising the return on investment.

It can be difficult to access when is buying stage but having different types of users involved in the evaluation stage can be helpful, also ask for third party validation of how they rank for usability.

Good luck with your HR System vendor selection. If you require help in evaluating or selecting an HR Systems call the experts, Tugela People, on +44(0) 1908 030361 or contact them via the website.

Automating HR Processes – is it Worth it?

This is a recurring question we come across …automating HR processes – is it worth it? Do the benefits outweigh the costs of automating HR processes, or similarly is it worth it? For us it is all about context, when answering this question.

Information relating to the impact of HR automation and self-service on small and medium-sized businesses is scarce and primarily vendor driven. Unsurprisingly, they suggest that in general, HR automation results in significant time efficiencies and cost reductions.

Based on our experience as HRIS consultants and implementation experts, we have repeatedly seen the transformational effect HRIS can have on businesses. However, there is a ‘but’. We have found that sometimes, for the reasons discussed below, automating HR processes isn’t the best option yet for a minority of SMEs.

You can lead a horse to water…

HRIS cloud based technologies are a major step change in how things are done. We know that this can be a bridge too far for some MDs or CEOs who are wary of the internet and new-fangled technology that they don’t understand. Unfortunately, we find without the boss embracing HRIS automation fully, it can be difficult to realise the benefits and ensure they outweigh the costs.

We have seen instances where progressive HR managers have managed to get the go ahead to purchase a HR automation system but fail to implement it because of internal roadblocks and lack of support from top management. Implementing an HRIS is a considerable project and needs top level support to be effective.

Tactical versus strategic importance of HR in a business…

HR can be divided into three broad areas: transactional work (can take up to 65 percent of HR’s time), employee services, (which may consume 30 percent more) and HR strategy (the remainder). The first two on the list have to be done, and done properly, but unlike HR strategy they offer no return to the business.

SMEs that don’t value the strategic potential of HR and its ability to impact on the bottom line rarely want to capitalise on the benefit that automation affords of allowing HR more time to focus on higher-value, higher ROI tasks.

When automating HR processes size does matter…

Having worked with numerous SMEs over the years we realise that there is a threshold above which the implementation and management costs of an automated system can’t be justified. This even applies to cloud-based systems like Sage People which have been specifically designed to be cost effective for smaller and midsize businesses, and do not require a large capital outlay or an IT team to install and update the software.  We find that these tend to be either start-ups where resources are tight or on the other end of the spectrum established local businesses that are not in a growth mode, and have fewer than 25 employees with a very low staff turnover.

In conclusion automating HR processes…

So when determining whether HR automation is worth it. It is important to first check the appetite for change and the importance given to strategic HR thinking, before looking at the numbers (budget, size of the business, number of employees, how many new recruits, or how much spent on HR/payroll/benefits admin).

To assess whether automating HR processes is worth it for your business call the HRIS experts, Tugela People, on +44(0) 1327 317701 or contact  them via the website.

Sage People Recruit Implementation

New Sage People Recruit Implementation Project

We were delighted to meet the team at CCP Games, a video game developer and publisher based in Reykjavik, Iceland this week. Tugela People will be helping them with their Sage People Recruit implementation project over the next 4 months.

Fairsail Recruit Implementation Partner

What is Sage People Recruit?

Sage People Recruit is a robust Software-as-a-Service (SaaS) cloud based application. It enables HR Managers to better manage their recruiting procedure. This intuitive applicant tracking system allows managers to find, filter and manage the whole candidate life cycle.

Sage People Recruit can handle the entire recruitment process, from specifying the initial vacancy requirement, right up to the final offer stage. It can also assist with advertising the position, tracking applications and getting interview feedback. It can even integrate vacancies on websites using one or more Recruit Candidate Portals, plus enable recruitment agencies to submit candidate details in a controlled way through the Recruit Agency Portal.

Expert Implementation Management

We look forward to helping improve CCP Games’ HR efficiency using Recruit’s various innovative functions (like the automated job postings, requisition management, applicant tracking and the new instant messaging) so that they can have more control and improve the overall experience for candidates.

Their dedicated implementation project manager will use a partnership approach with our structured methodology to deliver the agreed outcomes in the agreed timeframe, and ensure that they maximise their ROI by using Sage People Recruit to its full potential.

Effective HCM adoption for SMEs

So you are ready to adopt human capital management (HCM). You want to understand what your employees have to offer and the value that they add to the company. You may even have the HCM software selected. You are rearing to assess, measure and generally make the most of your employees and give them the best possible opportunities for the future.

But before you launch into things here 5 handy pointers to ensure you enjoy an effective HCM adoption for the HRIS system you’ve selected:

1. Trial Period

It is important to give the users of any new software the opportunity to assess the application before implementing it throughout the business. Identify key stakeholders and allow them to trial the technology, ensuring their opinions are taken into consideration. Doing so will provide an opportunity to make any necessary alterations before the system is rolled out through the entire organisation.

2. Simplicity is Key

The technology itself should be the biggest financial investment, not training employees how to use it. Simple navigation makes for simple adoption and will be used throughout the business quickly and more effectively. Complicated software can be counterproductive to HCM so again, it is necessary for any new technology to be assessed by those using it first.

3. Develop a Plan

Ensure that each step of the implementation of the HCM software is carefully planned out, with end users being able to communicate any issues they are having with the process. Keep employees informed on any changes made to the system and also do not forget to educate them on how the software will benefit them and their role within the company.

4. Focus on Training

The software you invest in will most likely be provided with some general training literature. However, it is important to provide your employees with personalised training guides specific to your company and their job roles. This will not only ensure they know how to use the system but also to understand the benefits of the new technology that are specific to them.

5. Evaluate the System

Keep track of how your end users are doing with the new system. This will give you an insight into how effective the programme is and any additions that need to be made. It will also allow you to see whether the system was a worthwhile investment or if it should be changed to another system entirely. Overall, it is essential to seek direct feedback from those who are using the system.

If you need objective expertise to ensure your HCM system selection, implementation and adoption is effective call Tugela People on 44(0)1327 317701.