When it comes to optimizing their human resources management processes, companies today find it hard to do without implementing an HRIS (Human Resources Management Information System) project. In business, this refers to all digital processes and software solutions. These are used to optimize, manage and monitor human resources performance. To guarantee the best results, the HRIS project must be methodically organized, taking into account the real needs of human resources management. So, just how can you successfully manage your company’s HRIS project?
Understanding the importance of the HRIS project
Today, digital transformation and the enhancement of the employee work experience are imperatives for improving business performance. Implementing a coherent HRIS project makes it possible to automate, simplify, standardize and streamline all of a company’s HR processes. The HRIS project manager is responsible for finding and deploying the software that really meets company needs in terms of payroll management, recruitment management, team management and so on. The management of internal mobility and ongoing training can also be computerized.
HR software also helps employees take advantage of a secure digital space to centralize and access confidential business data in real time. This information concerns various business processes:
- Continuous training
- Service contracts
- Payroll management
- Absence management etc.
The aim of an HRIS project is to reduce the number of requests made by employees to the HR department. HRIS also enables you to comply with all the legal obligations laid down in the labor code regarding the treatment of employees in your country.
Strategies for a successful HRIS project
For an HRIS project to succeed, the initiative needs to be supported by a company’s management team. This facilitates the provision of funding to deploy the best solutions. You also need to gain the full support and involvement of the HR department and the IT department, so that together they can support the project. Each player must be aware of the benefits of adopting a high-performance HRIS for the development of each position and the performance of your company.
The most important thing is to find a competent manager to lead the development, management, monitoring, and evaluation of the HRIS project. Your company has two main choices to optimize human resources management. You can appoint an HRIS project manager from either the Human Resources department or the IT department. The project manager appointed internally can undergo training with an approved organization to complete his or her skills and knowledge in HR information systems management.
If you’re looking for a freelance HRIS consultant, you need to carefully analyze their work experience, reputation, and level of training. Ideally, the consultant should be familiar with the operating environment and development prospects for a company of your size and in your sector of activity.
The essential stages of an HRIS project
To empower employees and free HR teams from time-consuming management tasks, no stage of your HRIS project should be overlooked. The project manager ensures that human, financial and technical resources are organized to achieve results.
Definition of business requirements
You need to define the scope of the project, in order to draw up the specifications for the implementation of the human resources information system. The HRIS project manager will need to work with the parties concerned to identify the challenges, risks and expected benefits of the initiative. You will be required to carry out an audit of the digital HR tools and HR processes already in place.
This enables you to find ways to improve the way you manage payroll, recruitment, expense claims, interviews, activity schedules, etc. The specifications for the HRIS project will take into account the project’s implementation objectives, budget, desired improvements, planned upgrades, deployment deadlines, etc.
Choosing the right HR management software
The HRIS project manager uses the needs and expectations of future users as a basis for choosing the solution with the best functionalities. An information system must adapt to changing work regulations and business needs, for example, selecting an HR software that can be accessed from any computer. It must be easy to deploy and integrate with existing tools.
Finally, the software publisher must offer effective support to facilitate ongoing use of the solution. The HRIS consultant will manage the configuration of your HR solution, unit testing, testing the software in your working environment, and finally the production and operation of the solution.
Change management
Before, during and after HRIS deployment, you need to reassure any employees who may have reservations about digitizing their HR processes. You’ll need to provide each employee with personalized support to help them overcome any technical difficulties in using the new solutions. Support must be provided on a daily basis to answer questions, gather feedback on the use of the solutions and carry out any necessary updates to the tool.
Intensive, personalized training may be required to help companies get to grips with the new HR tools in a complete and effective way. Using an effective web-based solution such as Lemon Learning, interactive guides and contextual tutorials can be integrated directly into the software to facilitate learning.
Maximizing the benefits of your HRIS project
To maximize the benefits of your HRIS project, you need to secure the long-term commitment of your teams. Regularly solicit user opinions to make constructive and unifying readjustments to the project. With a view of continuous improvement, you’ll need to define key performance indicators (KPIs) to progressively analyze the results and impact of the project.
To ensure the success of an HRIS project, you need to involve all of your company’s stakeholders at every stage of the process. The HRIS project manager must be able to precisely identify business needs and objectives at each stage. He or she will then be able to propose cost-effective and efficient solutions to achieve the objectives of optimizing human resources management.
