Challenges
of Integrating HRMS Software
1. Tying the software to strategic
goals
Before
even going ahead and making the investment in an HRMS, senior management and
the HR department must be in agreement as to what goals the software is going
to help accomplish.
Is
the focus on improving the recruiting and on boarding process? Is it on establishing
a way to centralize data and track employee performance?
It’s
essential to outline exactly what you want to get out of the software, so that
you can work closely with the vendor of choice to utilize the most relevant
modules that will actually enable you to achieve the specific goals you have
set.
The
point about utilizing the most relevant modules for your needs brings me to the
next challenge.
2. Understand which modules you really
need
HRMS software is
incredibly broad and complex. Most vendors offer a high level of customization
with varying price points, so it’s really up to you to make the best decision
for your company.
For
example, you may already have a payroll solution in place that works perfectly
fine, but would like an HRMS solution for talent management. The key takeaway,
as stated by Better Buys in their Definitive Guide to HRMS,
is that you should list what goals you want the software to meet and what
modules you are looking for. This will put you in prime position to make a
well-informed decision when selecting an HRMS.
3. Gaining support from senior
management & IT executives
We
are all at least somewhat resistant to change. When it comes to integrating a
giant piece of software that will have a significant effect on multiple
processes and the way people work, it can be challenging to get everyone on
board and willing to learn a new way of doing things. It’s common for the IT
department to have concerns regarding data security, or perhaps they would
rather not have the responsibility of hosting and maintaining the software on
company servers.
In
addition, HR managers might be intimidated by the new, modernized way of
running operations and need to be convinced that it will be a good move for
their individual job as well as the company as a whole.
To
overcome this challenge, managers leading the charge to adopt HRMS software must
encourage open communication with stakeholders to get the team on the same
page. If senior management is not excited about the new software and actively
encouraging employees to use the product, then how can they expect employees to
engage with it in any meaningful capacity?
How
to get started with an HRMS solution
So
then, we’ve gone through what HRMS is, how it can benefit your organization,
and a few of the main challenges you can expect to face when integrating the
software.
Now
let’s look at some of the most important steps to getting started.
·
Involve
key stakeholders from the get-go
·
Consider
hiring an HRMS
consultant
·
Work
closely with the IT department to migrate data
·
Conduct
thorough testing to ensure all modules are working properly
·
Begin
user training
Involve
key stakeholders from the get-go
As
I briefly mentioned in the previous section regarding challenges of HRMS
integrations, involving key stakeholders and getting them excited to use and
encourage the use of the software is a must-do if the implementation is going
to be successful.
Executives
and senior management are ultimately responsible and so will be looking for a
clear return on their investment along with clear reporting and predictive
analytics to have an up-to-date understanding of what impact the software is
having.
On
the other hand, employees are the largest stakeholder group, and need to be
involved in the software adoption process so that their interests and concerns
are factored into the how the system is used, and to ensure they are trained on
using self-service functionality.
Consider
hiring an HRMS consultant
Depending
on the complexity of your integration and level of internal expertise, it’s a
good idea to consider hiring a specialist HRMS consultant to guide
you through the integration process and set you up for success.
This
may not be necessary, particularly if you are a small business with a tight
budget, but with a quick cost-benefit analysis you can figure out whether or
not it would be a smart move.
Work closely with the IT department to
migrate data
The
process of migrating data is complicated, sensitive, and requires a certain
level of expertise. Working closely with the IT department by delegating and
closely monitoring progress is a critical component of HRMS integration.
It’s
also worth asking users to personally check their own information is correct.
While this maintains data integrating, it also provides an opportunity to
engage employees with self-service functionality and get them used to checking
and updating personal information.
Conduct
thorough testing to ensure all modules are working properly
Before
implementing the software across the whole organization and encouraging user
adoption, be sure to test each module to confirm everything is functioning as
expected.
Begin
user training
The
system is in place. Everything is working as it should be. Now its time to
train users and get them comfortable with using the software. Ideally, training
should have a personalized and team component. Hold a number of team meetings over
the course of a few weeks to demo usage of the HRMS software for
various roles (employees, managers, executives), and have in-depth Q&A
sessions to answer any questions employees may have.
Doing
so will make them more inclined to use the product as they are expected to,
increase accountability, and enable HR managers to do their jobs more
effectively. Personal training and coaching should be conducted for employees
that are having trouble getting used to the software.
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