Infinity Software is so proud to receive client feedback like the email that we received today. This client recently implemented our Human Resources Management System (HRMS)-- he had a lot of great things to say about our HRMS, the HRMS implementation process and our team....
In my 15-year career as an HR professional, after having implemented many new systems (electronic or otherwise) involving this amount of data, I have never experienced an implementation performed so smoothly by a vendor as has been done by InfinityHR. I would offer you the following:
1 – The professionalism and attention that you have shown as our Implementation Manager made this process GOLDEN! You communicate clearly, achieve expectations, follow-through on open items and address every concern in detail. You were available to answer questions whenever needed, even bright and early in the morning and before coffee.
2 – The software has worked as was presented in the sales presentation phase but you should know that it has surpassed our expectations in that regard now that we have gone through implementation. The software is easy-to-use and incredibly intuitive. It is organized appropriately with data being stored in tabs where one would certainly expect such to be stored. The customization that can be achieved too through the Settings functions make the system look and feel in such a way that we know will resonate with our employees when moving to Open Enrollment in two weeks. The processes we have encountered including new hire data entry, reporting and benefits enrollment could not be more effortless! I can assure you that the addition of InfinityHR to our benefits scheme will save us time and money as an HR function and moreover will certainly improve the quality of service that we are able to provide to our internal customers. We also expect that this will reduce errors in reporting to our carriers and will virtually eliminate time-consuming data entry with each individual carrier… we could not be more excited about moving this to the production environment for roll-out in November.
3 - I would also like to thank Ryan Inman for meeting with us on 06 June for the sales presentation. Give him some feedback though: GET SUPER EXCITED! This software is robust, it is savvy and it is awesome! We did not realize even after the sales meeting how effortless it would be to implement this system or how customizable it would end up being. Not that Ryan wasn’t excellent; I just didn’t ask the right questions so I would say… employ a ‘tell ‘em all’ sales approach! If a potential client needs this recommendation, have them call me! Too, his signature file says “"Your Job is about to get a lot easier"”. I couldn’t agree more.
4 – Now, I realize that our benefits schemes and employee eligibility are somewhat on the ‘less-complicated side’ of things, but we have 175 employees and still had a immense amount of data to provide / load into the system. We have tested every piece of it and the errors were minimal and easy to correct. From a timeframe standpoint, we went from your first introductory email to us on 13 August 2013 to ending the implementation phase just two short months later. I would say that’s quite an achievement and has everything to do with your management of the implementation process. I understand that we implemented only one module, Benefits Management and the scope of the project may be smaller in comparison to some; however, I have every confidence that even with a full and more complex implementation of the InfintyHR system you would conduct yourself in the same manner that we have seen on ours and the result would thus be the same: Excellence.
I am looking forward to our lengthy relationship with InfinityHR and I wish you the best of luck in the future.
Human Resources Management Systems (HRMS) offer tremendous communication and compliance tools. However, an effective HRMS program requires a thorough implementation and dedicated support.
Typically, an HRMS implementation takes 8 to 12 weeks for Phase I priorities and loading of core HRMS data. Often times, secondary HRMS priorities are are phased in over subsuquent months and years. The InfinityHR HRMS implementation program is managed by a dedicated implementation specialist who configures the HR system and trains clients on their Phase I priorities.
After HRMS implementation is complete, support is transitioned to a dedicated Account Manager. An HRMS Account Manager is responsible for daily support of the HR team as they utilize and enhance the HR system.
An HRMS project can seem like a daunting task. When starting an HRMS project, there are 3 keys to success.
1) An HRMS project needs organized data. If data is incomplete or inconsistent, an HRMS project is doomed to fail. While this may seem like an obvious point, one of the common challenges in HRMS projects is understanding where data resides in an organization and how it will be migrated to the new HRMS system. This requires careful planning at the outset of an HRMS project.
2) An HRMS project needs dedicated time. HRMS projects should be done in phases so that the HRMS project team can start seeing value relatively early in the process. For example, an HRMS project should have a Phase I (highest HRMS priorities), Phase II (secondary HRMS priorities), and a Phase III (nice to haves). Even with a phased HRMS project, most companies in the 50 employee to 2,000 employee range will need to dedicate 60 to 80 hours for Phase I of the HRMS project. This is actually not a lot of time compared to the HRMS ROI.
3) An HRMS project needs ongoing support. An HRMS project phase is completed when the HRMS system has been configured and is available for employee, manager and HR use. But, an HRMS system needs to be maintained by at least one, and usually 3-4 HR administrators. If the HRMS system is not updated and/or used as the system of record, HR data will quickly become outdated.
The HRMS Implementation process can be a challenge. Most HRMS implementations involve a lot of data, multiple parties/departments, and competing priorites.
While we have written a lot about how to make the HRMS implementation process successful, it is also important to examine "what not to do" in HRMS implementations.
So, with a nod to David Letterman, the following is a Top 5 Things to Avid During an HRMS Implementation:
1) Play fast and loose with the data. Data is key during an HRMS implementation. You need a plan for what you need, where you're going to get it, and how you're going to load it during the HRMS implementation process.
2) Assume that you can do this in your spare time. An HRMS implementation typically requires 40 -60 hours of focused time by one or more resources within an HR department. You can not do an HRMS implementation between meetings.
3) Go whole hog. An HRMS implementation is an evolutionary process. You should identify your top priorities for the first phase of an HRMS implementation and stick to those priorities. If you try to do everything during and HRMS implementation, you may end up getting nothing done.
4) Cling to today's manual process. Some people have a tough time with change. It's understandable. But, an HRMS implementation is not just about installing technology; it's also about adapting your HR procedures to best fit with this HR technology. If you love your manual process, then save on license fees and don't buy HRMS.
5) Make HRMS a hobby. An HRMS is your HR department's operating system. If you don't keep an HRMS updated, data will become stale and you will need to go through the HRMS implementation process again. An HR department should be in the HRMS every day -- this is your system of record.
To learn more about HRMS Implementation Best Practices, request our white paper today!
Most companies clearly recognize the value of a Human Resource Management System (HRMS-- aka HRIS).
But once you have made the decision to implement HRMS, how do you make your HRMS project successful?
There are many keys to a successful HRMS project:
1) The right team-- You will need the HR representative or representatives that will be using the HR system on a daily basis. You also need someone who can pull together demographic data and benefit data.
2) Dedicated time-- A successful HRMS project requires a dedicated amount of time from your team. Typically, this is 10 hours per week over a 6 to 8 week project.
3) Organization-- There are several key steps involved in an HRMS implementation / HRMS project. You need solid project management to avoid pitfalls and bottlenecks.
4) Narrow scope-- An HRMS has a lot to offer-- employee self service, benefit management, HR functionality, etc... It is best to implement just 1-2 HRMS modules at a time. This work will set the foundation for Phase II information.
5) Communication-- The HRMS team needs a lot of communication-- amongst the HR team, the vendor, insurance carriers, payroll providers, and the like. Weekly updates or meetings are advisable as part of an HRMS project.
6) Persistence-- HRMS provides tremendous value to an organization. However, an HRMS implementation can be complex and time consuming. The HR team needs to stick with it through the entire process.
Following these tips will increase the chances of HRMS project success.
Nobody said that an HRIS Implementation would be easy... But sometimes, people make it seem like rocket science...
An HRIS Implementation / HRMS Implementation requires a lot of planning and work, but it can be done successfully. Before listing the key elements of a successful HRMS implementation, we should mention two important things:
1) The client needs to be committed to make and HRIS Implementation work-- if there is a half-hearted effort or people are "too busy", the chances of failure increase dramatically, and
2) The best starting point for a successful implementation is identifying your HRIS / HRMS priorities and keeping the scope narrowly focused on those priorities.
From there, some key things to consider are:
1) Assigning at least one and preferably 2-3 responsible resources on the client team,
2) Dedicating at least 5-10 hours per week for each client resource,
3) Scheduling regular, even weekly, meetings during the 6 to 8 week project,
4) Identify critical data and make certain that it is properly input into implementation templates,
5) Identify payroll and carrier interfaces-- and get started early,
6) Ask for training sessions to be conducted using your own data-- this serves as a nice spot-check. Also, if you review recorded training sessions in advance of your training, it can be very helpful.
7) Confirm that your HRIS Implementation / HRMS Implementation team has thoroughly tested the configuration and data. Your HR software provider should have test scripts.
This sounds like a lot. But don't worry-- your HR software provider should have all of this laid out in a project plan.
HRIS / HRMS is a critical tool for high-performing HR departments. But, technology implementations can be painful.
HRIS / HRMS implementations don't need to be painful. They are a lot of work and take organization and thorough communication. The following are key steps to a successful HRIS / HRMS implementation:
1) Be sure that you are ready for HRIS / HRMS-- if you're satisfied with your current paper-based process, stick with it. The implementation process will only be successful if you are committed.
2) Allocate at least 40 hours to the 6 - 8 week implementation process-- this includes training, data preparation, hands-on training, and testing.
3) Select the right HRIS / HRMS. There are several HR software providers that can deliver value to a paper-based organization. Be sure to pick an HRIS / HRMS that will meet today's needs and help you fill HR technology gaps that you want to address in the future. A full HRIS / HRMS application includes many HR functions in addition to employee benefit management.
4) Meet your HRIS / HRMS implementation team and dedicated Account Manager. If the HR software provider operates in a call center environment, ask yourself if you want to be supported in that way.
5) Engage in training. Leading HRIS / HRMS software companies will have recorded training sessions available throughout the implementation process.
6) Be rigorous with data. Clean demographic and benefit data is key to a successful HRIS / HRMS implementation.
7) Test your configuration and data. Your HRIS / HRMS provider should have test scripts available.
8) Allow for a controlled roll-out. Implementing an HRIS / HRMS on the eve of an open enrollment happens all the time. It is also the worst time to implement an HR system. Do it earlier in the benefit cycle.
InfinityHR is here to help with all of your HRIS / HRMS needs from implementation to training and support. Contact us at the number below and learn more at www.infinity-ss.com.