The HR department has to manage multiple activities ranging from onboarding to payroll and performance tracking to employee training. However, advancing technology makes it possible to automate repetitive and recurring activities to save time and effort for HR executives. All your company has to opt for an HRMS implementation plan. Let’s dig deep into the importance of HRMS and its implementation strategies in this post.

What is HRMS?

A Human Resources Management System or HRMS in a short form, is software designed to automate multiple HR department-related tasks every day. Though different HRMS programs have separate features and integrations, they cover mostly all major activities of your HR department. They have features and functionality to bring radical changes in the way your HR department works. However, it is imperative to make a proper HRMS implementation plan to leverage the benefits of this robust system.

Planning your HRMS Implementation

The first stage of your HRMS implementation plan should be the evaluation of your specific requirements and the available solutions and vendors. It is necessary to make an outline of all the tasks of HR department that you want to handle using the HRMS platform. You can make a list of all the roles and responsibilities of the entire HR deparment ranging from application to employee performance.

Finally, it is essential to involve all stakeholders when formulating your HRMS implementation plan checklist.

If you want to make the most from an HRMS implementation, you need to consider both hierarchy and allocation of work. You can decide who will be responsible for the accurate, expeditious, and effective deployment of the HRMS. Moreover, you can divide the timeline into segments or blocks like weeks or fortnight. The goal is to accomplish the project objectives by implementing the HRMS faster.

Importance of HRMS Implementation for Your Business

Whether it is payroll, benefits management, or performance monitoring, the HR department has to deal with multiple repetitive tasks every day. These tasks put an administrative burden on your HR executives and prevent them from taking strategic initiatives like fostering a positive work culture. Here, an HRMS software comes into the picture.

HRMS can make HR professionals free to handle more strategic priorities by automating many time-consuming processes. It offers a range of features including applicant tracking systems, data analysis, and salary recommendations. It enables the management to make more informed decisions. Additionally, it can automate payroll calculations and deductions, sending salaries directly through deposits.

From the employee’s perspective, an HRMS can give them a dedicated portal for self-service. It enables them to access pay stubs, manage paid time off, and view information on pending leaves, benefits, and even insurance plans. The HRMS can also bring changes in performance evaluations offering immediate feedback on KPIs (Key Performance Indicators).

Key Action Points for HRMS Implementing Plan

Careful planning and consideration of your company’s unique requirements are imperative to ensure the successful implementation of HRMS. Here are eight useful strategies for effective implementation-

Make a Blueprint

HRMS can make radical changes in your existing workflow, and therefore, change management remains crucial while implementing it. It is possible that some employees embrace the change while others prefer to go with the current situation. You can make a roadmap for implementing HRMS and keep all the employees on the same page highlighting benefits of the new system.

The leadership can support in this plan by showing significance of this paradigm shift and offer assistance to the project executives to make a seamless transition.

Hire Expert Consultants

Let’s face it. Implementing HRMS can be an uphill task especially when it is for the first time for your organization. Here, an expert consultant can help you overcome the knowledge device. Some consultants with experience in the HRMS technology can focus on selecting the right system for your company whereas others concentrate on implementing HRMS.

If you have selected the software, you can discuss the requirement of consultants with your vendor to get these services at reasonable rates.

Data Migration

This is another crucial step that you should take carefully because it can make or break your implementation process. You need to consider various factors including data alteration, timetables, and even cost when migrating data to the new HRMS system. It is essential to identify which data to relocate and what is obsolete before initiating the migration process.

Moreover, you need to ensure that the data source has been configured properly in line with the new HRMS system. It makes sure that all the information transfer accurately.

Conduct Testing

Testing or assessment strategy is essential for two reasons- one, it can keep the implementation process on track and two, it gives an idea about issues at the early stage. You can assign testing process to your employees and a QA manager can supervise all aspects of this process. You can make sure that the HRMS functions as per your business requirements.

Each test case will have primary data with the expected result and if the expected result does not match, you can opt for further optimization.

Opt for Initial Experience

Initial user experience should be your priority. You can develop a risk evaluation of certain aspects that can ruin the user’s experience. Moreover, it is of utmost importance to define an emergency protocol for any issues. You can work with a marketing team to plan and execute an internal communication regarding ive campaign.

You can use a JiT (Just-in-Time) training technique to ensure that users can get the necessary assistance and access learning tools on time.

Train Your Employees

Though a new and advanced HRMS software can deliver seamless performance with an improved user experience, it is essential to train your employees for it. Proper training can make users ready to work with a new system and the transition phase remains smooth. As all the members of your organization use this system, their training should be multifaceted.

You can establish the need for each employee in line with their roles and responsibilities. You can arrange training sessions based on it and give access accordingly.

Measure the Success

Once the HRMS is implemented, your HR department should start assessing the success of this system. Be it payroll-related functions or self-service portal, HR executives can find the difference between the queries they received before and after implementing the HRM system. You can also ask employees for their experience with the self-service portal.

It is also essential to check whether the HRM software can resolve or transmit queries in the given timeframe and how is the overall user experience with the process.

Find Post-launch Challenges

It is better to keep some participants in the early stage of implementing HRM system. They can give feedback or suggestions that will help you identify training deficits or other shortcomings. Post-launch challenges need immediate attention because these challenges may impair the user experience. You can also launch a post-go-live survey to find these challenges.

Your survey should include the points like how features are working and whether issues get resolved on specific time. Such survey can evaluate the automation and enhance processes.

HRMS Implementation- Why Embrace the New Trend?

The HR department needs a feature-rich tool to meet the diverse and complex requirements of onboarding employees. Integration of an advanced HRMS into your existing business system can meet this requirement effectively. On one hand, HRMS can automate many tedious and time-consuming administrative tasks, and on the other hand, it can save valuable time for HR executives. They can initiate more employee-centric activities easily.

Moreover, the implementation of HRMS also plays an important role in nurturing a positive culture in the company by giving real-time feedback and other performance-related reports. If your company wants to improve the work environment, the HR department needs a robust HRMS solution. It can increase both the efficiency and productivity of your company to drive growth with a positive culture.

Finally, your HR department can measure the success of HRMS implementation on various parameters. An employee self-service portal and an interactive dashboard containing multiple reports are some of the useful tools to measure the effectiveness of the HRMS platform in your company.

Conclusion about HRMS Implementation plan

A well-defined HRMS implementation plan can empower the HR team to automate repetitive and recurring tasks every day. As a result, HR executives can focus more on other priority tasks and strategic initiatives to retain employees for a long time. It ultimately contributes to a positive company culture with more efficiency and improved work-life balance for your employees. However, you should select the right HRMS software for your business.

PowerHR360 is a robust and reliable HRMS solution designed for global SMBs. As a comprehensive solution, it can handle complex HR operations effectively to save your HR department’s time and effort. Trusted by many leading brands globally, PowerHR360 can unify daily activities and automate repetitive ones. Whether you want to request a free demo or know more about HRMS implementation, simply contact us and gain a competitive edge.