HRIS Implementation: Project Plan, Checklist And Steps For Any Business To Follow

HRIS implementation involves transitioning from a manual or outdated HR process to a new, digital system to manage all HR tasks digitally. It is designed to streamline your business’s HR operations by centralising everything into one system. This includes your employee data and providing tools for managing various HR functions such as payroll, benefits administration, performance management, and recruiting. 

There are several benefits for implementing a centralised system: it streamlines your HR operations, reduces manual work for your employees, and ensures your data is accurate. HRIS implementation also provides valuable insights for decision-making within your organisation and supports your growth. 

Below we’ve shared steps for a successful implementation, including a HRIS implementation project plan and a checklist for your business to follow. 

Author: Simon Bradbury, Global Payroll Consultant and CEO
Last updated on: 04/04/2024

HRIS implementation made simple: a step-by-step guide 

Review your current HR processes

Before you begin your search for a new system, you should conduct a thorough assessment of your current HR operations. This should cover payroll processes, recruitment and onboarding. Interviews, systems and data analysis can help you identify areas for improvements. 

Make sure you create a list of inefficiencies and pain points so you can understand what you need from your new system. Take the time to gather input from HR staff, managers and all your employees to understand their experiences, challenges and requirements. 

Set your objectives

Your next step is to define and set clear goals for your new implementation, based on your findings from your review. 

These goals must be prioritised based on impact, and these should be shared with stakeholders to ensure they are aligned with your organisation’s objectives. This will ensure that your new HRIS implementation will deliver the greatest value and contribute most effectively to your business’s long-term success.

For example, an objective for your new system could be “to improve payroll accuracy and efficiency by setting up automated processing in the HRIS, aiming for a 20% reduction in errors within three months”.

Project planning

Develop a detailed project plan with your team that outlines the timeline, budget and resource requirements for the HRIS implementation. 

Make sure you include payroll needs in the project plan by setting specific payroll goals and assigning tasks to the relevant team members. Don’t forget to budget for payroll expenses like training for your employees, too. 

Next, establish clear milestones, deadlines and deliverables to track progress of your implementation. Outline the responsibilities and roles of those involved in the project, including project managers, implementation teams, and end-users.

Risk assessment

Implementing a new HRIS involves various risks, so it’s best to be prepared and carry out a risk assessment. These include data inaccuracies, potential cost overruns, and challenges in integrating the new system with existing software. 

Take the time to identify potential risks and challenges that may impact the success of your project. Evaluate these risks by categorising them as high, medium or low priority. For instance, the biggest risk for payroll is data inaccuracies or errors. These can lead to incorrect payments, compliance issues, and financial penalties. Data inaccuracies can also damage your employee trust and morale. 

Training and change management 

Another important step is to provide tailored training sessions for your staff. Offer on-going support to address any concerns or questions they may have. Make sure you openly share the benefits of the new system and involve key stakeholders from the beginning of the project. 

These steps should help your team embrace your new HRIS implementation. 

Review your new system 

After implementing your new system, it’s important to review its performance. Evaluate how well the system meets your organisation’s needs and objectives, including data accuracy and efficiency gains. 

Don’t underestimate the importance of gathering feedback from your staff to identify any areas for improvement, either. The most important outcome for this step is to identify successes, address any challenges, and optimise your current performance. 

What is the typical timeframe for completing a HRIS implementation? 

The time it takes to implement a HRIS varies, depending on the size of the organisation, complexity and system choice. Smaller businesses will likely finish in 3-6 months, whilst larger businesses may take more than a year for full completion. Thorough planning and time allocation for each step above are crucial for a smooth and successful HRIS implementation. 

For global HRIS implementations, more things need to be considered, including legal and regulatory requirements in different countries. As a result, they are often more complex and may require longer time frames, compared to implementations for single-location organisations. 

What is the importance of implementing HRIS?

There are several benefits, both for your organisation and for your payroll. Automating HR tasks saves time and reduces workflows, making the HR department more efficient and productive.

Implementing HRIS for payroll simplifies and speeds up the payroll process, making it more efficient and accurate. By automating tasks like data entry and calculations, HRIS reduces the risk of errors and ensures employees are paid correctly and on time. 

It also helps organisations stay compliant with tax laws and regulations, saving time and potential penalties. Employees benefit too, with self-service options to access their pay information easily.

What are the 4 types of HRIS?

Core HRIS: These systems focus on essential HR functions, such as employee data management, payroll processing, and compliance tracking. 

Strategic HRIS: These typically go beyond basic HR reporting, including strategic workforce planning tools and support with decision making. 

Integrated HRIS: Integrated HRIS systems are suitable for businesses of all sizes and across various industries, especially those looking to streamline operations and improve efficiency. They integrate with other business systems such as accounting software.

Talent Management HRIS: These systems focus on attracting, development and retaining talent within an organisation. They include features such as recruitment and applicant tracking, performance management and learning and development. 

Who are the largest HRIS providers in 2024?

Workday, SAP Success Factors, BambooHR and Paycom are some of the largest HRIS providers in 2024. These providers offer a range of HRIS solutions tailored to the needs of businesses of various sizes and industries. Some of the best features include: core HR management, payroll processing, talent management, and analytics. 

Can the implementation of a HRIS save money for my business?

Yes! Implementing HRIS can save your business money in several different ways:

  • Reduced administrative costs
  • Improved efficiency
  • Minimised costly errors
  • Improved decision-making 

How Global HRIS can support your HRIS integration

Global HRIS can support your HRIS integration by offering a range of global payroll and HR transformation services. 

We focus on increasing project efficiency, minimising risk and disruption, and supporting your projects with globally recognised methodologies such as Lean Six Sigma, Prince2, and Association for Project Management. Additionally, we provide stakeholder management support outside of the core project team, ensuring smooth implementation and alignment with your business objectives.

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Find out more about how we can help you by calling Global HRIS today on +44 161 317 2903 or get in touch through our website.
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