HRMS Implementation Plan: Your 8-Step Checklist

As businesses in Singapore recognize the need to modernize their processes, implementing a human resource management system (HRMS) has become crucial. The automation capabilities of HR software make it possible to streamline your core tasks, from payroll and time tracking to compliance. However, successfully integrating an HRMS requires careful planning and execution. In this article, we will guide you through the implementation process with the help of a fail-proof HRMS implementation plan checklist.  

Once you’ve decided to take on a digital HR transformation, and get a human resource management system (HRMS) up and running in your organization, it is time to get the implementation started. To get this done smoothly, you need a fail-proof HRMS implementation plan checklist. 

Planning your HRMS Implementation 

A human resources management system, or HRMS, is a software application designed to automate a range of human resources-related tasks. Each HRMS platform possesses unique capabilities and integrations. However, it will streamline your essential people processes, such as recruitment and performance evaluations. 

Whether you are searching for a new HRMS or looking to augment an existing system, the first stage is to evaluate your specific requirements and the available solutions and vendors. 

Create an outline of all the tasks mandated as part of the HR department's roles and responsibilities, from pre-hire to departure. Also, share a list of the designated group in charge of each of these activities and the projected completion time. Involve all of these stakeholders when formulating your HRMS implementation plan checklist. 

Hierarchy and allocation of work are fundamental to the success of any given undertaking. Decide who will be responsible for the accurate, expeditious, and effective deployment of the HRMS. 

The timeline can be divided into segments or blocks of time – say, weeks or fortnight. The goal is to accomplish the project objectives on the HRMS implementation plan checklist faster. This will split up the rather intimidating task of completing a project of this magnitude. 

Learn More: 9 Characteristics of HRM that Makes all the Difference  

HRMS Implementation Plan Checklist: 8 Key Action Points 

Before you start ticking off items from your HRMS implementation plan checklist, be sure to choose the right HRMS provider. An experienced, reliable software partner can make all the difference to your implementation journey and quickly iron out any speed bumps on the way. 

Once this is done, follow these eight steps: 

1. Create your change management blueprint

Change management is crucial to the fulfilment of a project, and the implementation of an HRMS is no exception. While some employees are likely to embrace the change, others could prefer to continue with the existing arrangement. 

You must explain to employees and all individuals impacted why the change is being put into effect, how it relates to them, and why they ought to care. Avoid emphasizing the current HRMS's shortcomings and instead highlight the new system's merits. 

Executive leadership support is also a crucial component of your HRMS implementation plan. It underlines the significance of the shift and furnishes the project staff with the support necessary to transition individuals from the current to the future state. 

2. Hiring an HRMS consultant with strong technology expertise

The sourcing and implementation of an HRMS can be an uphill battle, particularly if it is your organization's first such system or if you're introducing major enhancements to users.  

An HRMS consultant's support can be an excellent way to overcome the knowledge divide. Certain HRMS technology consultants focus on assisting with system selection, while others specialize in HRMS implementation.  

They may be hired by the system's vendor, with their services offered as a supplement to the base bundle. If you have already selected your preferred HR software, discuss your needs with the vendor – you may be able to obtain consultancy services at a competitive rate. 

3. Migrate HR data into the HRMS

Migration of your records from your current human resources system or platforms to the new HR system is a crucial task that will either enhance or undermine your implementation. When planning your data migration, you need to weigh in on a number of factors, including data alteration, essential skill sets, timetables, and cost. 

Identify which data to relocate and what is obsolete or superfluous, as this can increase your costs. Prepare the data for transfer by duplicating and cleansing it. Ensure that the data source has been formatted correctly for compatibility with the newly implemented system so that all the information will be mapped accurately. 

All the above duties will probably be divided between the HR department, IT personnel, and third-party migration workers if you hire external support or make use of your HRMS vendor’s implementation services. 

4. Conduct system testing

Your HRMS assessment efforts can't be separated from your HRMS implementation as a whole. Therefore, you need to establish a test strategy early. Enlist human resources personnel in the testing process, regardless of whether it is perceived to be highly technical – as your test strategy will be based on business requirements. 

The quality assurance (QA) manager will oversee all aspects of HRMS testing and will be responsible for the testing scope, which must contain a list of the HRMS functions that your team will test. The employee lifecycle is generally where HRMS test cases commence. 

Each test case must include primary data and the anticipated outcome. If the expected result does not turn up in an HRMS test, it means the software needs further optimization from your vendor or the IT team. 

Learn More: The Ultimate Guide to HRMS Payroll  

5. Train users and employees on how to use the new HRMS 

Implementing a new HRMS is an exciting time, especially when you are delivering more functionality and a better user experience. But in order to maximize your investment, it is crucial to have users trained in advance and ready to work with the new system on HRMS launch day. 

Every member of your organization will use the HRMS, which means different user profiles, uses, and frequency of use. Therefore, user training needs to be equally diverse and multifaceted. 

First, establish what you need each employee role to be able to do with the HRMS. You don’t want to waste time on training materials for anything they already know, so benchmark their existing knowledge levels. Then, design appropriate learning interventions, which can be reading materials, workshops, or classroom sessions organized by your HRMS partner. 

6. Invest in an HRMS go-live campaign

When it's time to launch, the initial user experience must be your top priority. You need to develop a thorough risk evaluation of all things that could go awry, along with an emergency protocol that details what must be done if issues arise. 

Also, work with your marketing team to design and launch an internal communication plan. This will help disseminate the news of your new HRMS implementation plan checklist and the difference it can make to people’s work days. 

Think about using a JiT – or 'just-in-time' – training technique. It signifies that learning tools are easily accessible so that users with the necessary assistance can rapidly recover data they might have previously neglected or overlooked. Don't forget to make plans for reporting bugs and glitches. 

7. Survey users to find and address any post-go-live challenges

Participants in the early stages of implementation are able to provide feedback on whether their criteria are being met. This also helps you identify training deficits that call for immediate attention. Or, it may reveal features that you need to add, remove, or reconfigure. 

Your HRMS implementation plan checklist should include a few key questions you can ask in a post-go-live survey: 

• Are the features working as they are meant to? 
• Were issues and oversights rectified within the specified timeframes? 
• Which 'quick wins' are emerging? 
• Does the system interface with other databases and platforms? 

A major advantage of implementing new HR automation systems is the opportunity to evaluate and enhance HR processes. The post-go-live survey will reveal these opportunities in addition to any challenges.  

Collaborate with your HRMS partner closely at this stage, so you can quickly act on user feedback and improve your HRMS implementation results. 

8. Measure the success of your HRMS implementation project

Examining the total number of interactions and visits to the HR department discussing recently automated processes is an easy way to gauge the success of HRMS implementation. This number must go down, over time. For instance, does the payroll team still receive queries that the employee self-service portal can and should now answer? Or has the number of these types of inquiries reduced? If so, by what amount? 

Ask the interested parties a number of relevant questions – did they reach their objectives? What are the outstanding milestones, if any? Were timelines adhered to? This information will also help you better understand your new HRMS partner and refine the engagement. 

Remember, with HRMS, you’re in it for the long haul and it can be challenging to switch later on. Use the insights from this implementation project to strengthen the relationship and revisit SLAs, if necessary.   

Learn More: 50 Key HRMS Features That You Should Know Of  

Budgeting for your HRMS Implementation Plan  

Pricing is one of the most important considerations when selecting any software, particularly an HRMS. 

Some suppliers offer straightforward pricing details on their websites, whereas others prefer to deliver customized quotations taking into account that a business's software requirements are unique and individualized.  No matter which type of vendor you choose, budgeting is a vital component of your HRMS implementation plan checklist – and should take precedence above most other factors. 

A large number of features are included in the initial subscription or licensing fee. Nevertheless, certain vendors may offer additional services for an extra charge, so organizations must take this into account. 

• Advanced, optional modules: A few vendors may offer add-on modules or features, like additional storage. Therefore, businesses only pay for the components they actually require. 
• On-site live training: Some suppliers might offer basic training services at no cost, while others may charge extra, especially if the instructional program takes place at the customer's site. 
• Consultancy services: Several vendors offer HRMS specialists who discuss best practices with organizations and resolve complex inquiries. If a company opts to outsource certain duties, like tax submission, vendors may fulfil them. 
• Priority support: Typically, basic support (such as a knowledge base and email assistance) is bundled into the acquisition cost. However, vendors might present plans with more advanced assistance, like customer service manager access. 

It is important also to consider installation costs. The total cost of system implementation is the expense required to get the new system operational. It consists of data clean up and migration, testing, people/employee orientation timeframes, and internal communication. 

Several of these costs may be 'hidden' in a manner that they are relatively easy to neglect during the planning phase of a project. 

Learn More: HRIS vs HRMS vs HCM: What's the Difference?  

Final Thoughts 

Getting the sign-off on your budget and HRMS implementation plan checklist is just the beginning. When it’s time to launch a new, massive, pan-enterprise initiative, the real struggle begins. We recommend that you use these eight principles as a starting point. 

By enhancing and automating repetitive, non-value-adding tasks, you empower your HR department to stay focused on the big picture. Ultimately, an effective HRMS implementation strengthens the organization's culture, work-life equilibrium, efficiency, and compliance. 

Perfect your HRMS implementation plan; speak with Darwinbox experts today!