Human Resources Software

Make sure your new HR software achieves its full potential.

The Benefits

Using an effective Human Resource Software tool will not only make a huge difference to the processes your HR Department may have in place at present, but it could potentially result in cost savings to your companies bottom line, improving productivity and increasing efficiency.

A computerised HR system will eliminate the need for paper records and spreadsheets; the click of a button will retrieve meaningful reports on a wide range of information. Also with so much new employment legislation coming into place, continual development ensures that new functionality is added to meet the latest HR trends and latest legislation - helping your business to avoid a costly fine or tribunal.

Absence today still remains one of the most costly and difficult problems for businesses to overcome. By implementing HR software, the processes of monitoring absence are simplified, allowing you to keep absence costs to a minimum.

Human resources software will assist in retaining your best employees, allowing them to track and request training and development. The software’s structured framework will also ensure that scheduled appraisals and training updates are not overlooked.

Why do some HR software projects fail?

It is a grim statistic but less than 50% of software projects in organisations fail to meet their original objective. Why is this? It is not a fore gone conclusion that once you have invested in a new software system that it is going to solve all of your human resources problems. The most common reason for a project failure is poor management. Managing a complex project is difficult and should not be underestimated.  Poor planning, breakdowns in communication and too many people getting involved could completely derail the project.

Some of the biggest mistakes in HR project management could be prevented, so how do you avoid them when implementing a new software package?

1. Not allocating enough staff resources. From the offset project managers need to assess the needs of the project. Conduct a skills assessment at the planning stage to make sure that the right people with the right skills know what is needed to successfully implement the human resources software.

2. Not preparing the groundwork. It is important to make sure that all your organisations HR data is up to date and not duplicated. So no matter how fantastic your new software is, if workflow processes are inefficient, then you will just end up with automated bad processes!

3. Nobody taking responsibility of tracking changes. It is important to track all changes and deviations from the agreed plan. A strict change request process should be put in place to ensure that all deviations are approved and recorded. Every change you make to the way that the HR software works will cost time and money. Always evaluate whether these changes are worth making, as the implementation will take longer and inevitably cost more money.

4. Not informing staff. IT projects tend to fail because the project management team fail to tell the staff about the new software being installed! Project teams are so embroiled in the installation and running that they forget to inform, train and support the staff that will actually need to use the software.

5. Not considering what could go wrong. It is important to brainstorm what could go wrong, as part of the project planning process. Consider a risk assessment, what happens if there is a power cut or a major flood? Put a plan in place to remove the risks you have identified or know how to deal with them.

Let’s get it right

The project managers at TeamSpirit Human Resources Software will assist you to effectively implement your new HR software.  When you have the right information there is no doubt your business will get plenty of benefits from using a computerised HR system.

Our dedicated professionals will support you throughout the implementation of the project. You should be able to make contact with your supplier as and when you need help so that you can keep the system running properly.

We recommend that an implementation plan is drawn up, detailing the key tasks that you need to perform as well as tasks your supplier needs to perform. We will also recommend that a disaster recovery plan is in place, it makes good buinesses sense to plan ahead if the unthinkable happens.

It takes time to install and establish a new HR application - the system is not going to explode into life overnight. Start by enabling your basic and most crucial procedures, and then systematically add other processes in order of necessity. The most important thing is to follow a steady, directed plan.
Throughout any corporate implementation plan, try to remain focused on your end objectives and not just the "go-live" date. Keep in mind the reasons for implementing the system in the first place.

If responsibility for operating the system is being rolled out to line management, set up some form of communications system to handle inevitable queries and confusion after the set staff training has come to an end. One of the hardest tasks during implementation will be managing expectations. Communicating the stages of what is often a long implementation process is vital to avoid impatience and disappointment. To this end, a phased implementation on a departmental basis may be the best solution.

Specify goals and be sure that all are committed to the project - The IT department may deploy the perfect HR infrastructure, but if HR staff, or employees and managers fail to adopt the systems, the benefits are not likely to come. The human resources team must communicate the goals of the programmes and re-engineer their processes to improve productivity. In many instances, employees and managers have to change the way they conduct their portion of HR administrations so they must be motivated to work with the new system

Data Protection - HR staff will have access to highly confidential and sensitive information. It is therefore necessary to be aware of the Data Protection Act and its' guidelines.

In conclusion, make sure your new HR software achieves its full potential, it’s a huge investment and your organisation should reap its full rewards.

Human Resources Software – click here for more information on our HR Software module.