Human Resources Management Software (HRMS) Implementation

 

Human Resources Management Software (HRMS) Implementation

The HR software implementation process can become a real headache. As with other business systems, HR software requires a prior analysis of the needs and objectives of the company. In this way, a satisfactory project can be carried out for the use of the new software, with the consequent advantage in return on investment.

Step-by-step HR software implementation

The essential factors when designing an HRMS software implementation project are the needs of the company, the objectives to be achieved and the current state. Without a solid starting point and clear goals, the project may diversify along the way and end up incomplete or fraught with difficulties. Therefore, it is important to be clear about the steps to be carried out in an HR software implementation project:

1. Need for a human resources system

·         Reasons to carry out the project

·         Weaknesses of the company by not having this software

2. Project preparation

·         Definition of goals and objectives

·         Assignment of project managers

·         Presentation of the reasons for the project

3. Project definition

·         Detail the specific requirements of your company

·         Deployment model: in the cloud ( SaaS ) vs. hosting vs. on-premise

·         Integrated module in ERP  vs. Standalone software package

·         Direct information search: suppliers , specialized websites, etc.

4. Supplier selection

·         Supplier research: availability, location, opinions, etc.

·         Establish criteria for selection: budget, needs, etc.

·         Presentation of collaboration proposals

·         Contract negotiation with suppliers

5. Implementation process

·         Management and administration of the project within the company

·         Realization of the work schedule: deadlines, tasks to be carried out, etc.

·         Resource allocation (staff, facilities, budget)

6. Actions after the arrival of the new software

·         Adaptation to the particularities and processes of the introduced system

·         Verification of benefits associated with the new system

·         ROI achievement analysis ( return on investment or return on investment)

These steps largely summarize the process to go through during an HR software implementation project. However, not all companies will have similar internal processes, so the steps of implementing HRMS software can be altered to a greater or lesser extent depending on the particularity of each business. In the HRMS Software Guide you  can find an example of a more detailed implementation process, with aspects to take into account at each level of a similar project.

What determines the method of HR software implementation?

One of the main aspects that mark the HR software implementation process is the program itself. Indeed, depending on the chosen HR software, the implementation process will change part of the steps to be carried out during it. Above all, it is necessary to differentiate the implementation of HR software integrated into another larger business system, such as an ERP, from the implementation of an independent HR program.

To this we must also add the different models regarding the installation of the program itself: on-premise, in the cloud and hosting. Each of these types of installation has its own characteristics and provides specific benefits and disadvantages. If this factor is added to those seen above, it can result in a series of concrete combinations, with a particular HR software implementation in each case.

HRMS software: integrated or standalone?

In the first case, it is the ERP that defines the module to be installed, usually from the same manufacturer as the ERP. This model simplifies the integration with the existing systems in the company, as long as the ERP is the same that was being used in the company previously. Otherwise, the installation of a new ERP only by the HR module may not be the most appropriate in economic and internal operational matters. In addition, this type of HR software is aimed at larger companies or with more complex processes.

Regarding independent HR, it must be taken into account that normally these programs tend to be much more specialized than solutions integrated in an ERP. In this way, you will get a more robust and detailed HRMS software. However, integration with other systems such as ERP , CRM , etc., can take much more time than an integrated solution. It may also happen that standalone software is not capable of handling large staffing organizations by being much more specific.

So, what type of HR software is most suitable for implementation in my company? This question does not have a clear answer, because as has already been indicated throughout this article, there is no specific software that works for everything. It is necessary to analyze the internal characteristics of the company in a conscientious way in order to reach a decision for the implementation of HR software. Additionally, other factors such as cost or functionality will also add weight to the selection of a specific program. In the HR 2021 Software Guide you  can find the budget and the functionalities of different programs for human resources management.