According to a panel conducted by ISG, 57% of organizations plan to subscribe to an HRIS solution by 2023. Implementing a digital HR solution in your company may seem like an end in itself. However, simply purchasing a solution does not guarantee the success of the digitalization project. Creating the conditions for the successful adoption of an HRIS requires a long-term approach. Building and following a project approach allows, among other things, to ensure the reliability of the HRIS deployment.
Through this article, we answer the question"What are the different stages of an HRIS project?"
The different stages of an HRIS project consist of the project scoping stages, which involve exploring the market, expressing your needs and selecting a solution. This is followed by theproject execution phase, in which development is ensured by testing the application. Finally, there is the deployment phase , in which the aim is toget users on board and up to speed skills .
We detail each of these steps:
Pre-Project Preparation: Laying the Groundwork for Success
Explore the HR Solutions market
The first step is to explore the market and discover the solutions. This allows you to make a first selection of the different offers available. It consists in asking for a demonstration and an exchange with the main editors that correspond to your needs.
Expressing your need
The clear expression of the need, allows to formalize the users' expectations. Indeed, not every solution will be suitable for every company. It is necessary to ensure that the needs are met in terms of functionalities as well as IT, finance/purchasing pre-requisites... The final deliverable will be the specifications that will guide the choice of solution.
Select a solution
Selection is the key toidentifying the right solution. To make the right choice, it is important to define objective, measurable and weighted criteria. In these criteria, we recommend you to compare the cost, the expected functionalities, the technical requirements... It is at this moment that you must make sure that the project is compatible with the chosen solution.
Project Execution: Navigating the Journey of Implementation
Sizing the project
Sizing is a major step in the project. In conjunction with the editor, it enables us to define a schedule setting out the major milestones, and to formalize the roles and responsibilities of the parties involved.
Monitor the development of the information system
The developments are carried out by the editor and the IT services. They ensure that the requested functionalities will be parameterized in the tool and that the latter will be able to fit into the technical ecosystem.
Test the application
The testing phase, also known as acceptance, involves checking the settings. It is important to integrate the end users in this phase. They are the ones most concerned by the project and the ones who must be onboarded and convinced. Without their approval, the digitalization project is doomed to failure. The test phase is also an opportunity to highlight the progress of the project and to make the first discoveries of the tool.
Going Live: Seamlessly Transitioning to Your New HRIS
Putting the HRIS online
The deployment phase is the final stretch of the project. It includes communication and training actions for end users and stakeholders impacted by the project.
Some tools offer step-by-step tutorials to discover the solution. For example, a new payroll system can generate new pay slips. Your employees are not users of the tool but will be able to see some changes. This deployment phase is similar to a "crash test" of your solution. If the platform is not working properly or if it does not seem complete, this is the time to correct it!
Stabilize the HRIS
The stabilization phase, which can sometimes be neglected, is nevertheless essential. It is part of a long-term HRIS modification process. In addition, it allows you to monitor the adoption of the tool, to identify potential side effects in the processes and to implement continuous improvement. By stabilizing your HRIS, you ensure that it works for the best from the largest lines to the smallest corners.
Of course, these steps must be adapted to the culture of your company and the context of your project. Not every HRIS adapts to the needs of every company, and vice versa.
Here are some questions to ask yourself in order to define the project procedure to follow:
- Is this a purchase of a new solution?
- Would you like to be part of an agile approach?
- Are you used to integrating the business and the employees in the projects?
For more details on the different types of HRIS available, their future developments and the best practices for calculating ROI, we recommend 2 pages: