Technology has never been more exciting — or more daunting — than it is right now. Artificial Intelligence (AI) is just one of the tech trends that’s promising to change the way HR teams work forever.
Research shows that 81% of HR teams are preparing to adopt AI in their workflow, but only 7% have a documented Human Resources Information System (HRIS) upgrade strategy. AI is not the only tech challenge facing HR teams, as organizations are also looking to reap the benefits of improved analytics, better employee experience management tools and more robust cybersecurity systems.
All of this means that HR leaders might need to think about upgrading their IT systems in the near future, but the best way to approach that change is unclear. In this guide, we’ll look at the best strategy for a successful upgrade that empowers your team and supports your company’s strategic mission.
The Three Phases of HR Tech Upgrade Projects
Whether you’re upgrading your main HRIS platform or something like your applicant tracking system, it’s best to take a formal change management approach to the project.
This means breaking things down into three distinct phases:
1. Pre-implementation
Stakeholders work together to define requirements and agree on shared goals. Once requirements are clear, you can look at the available HR tech options.
2. Implementation
Installing the new platform requires a great deal of care. During this stage, you’ll keep a close eye on processes, integrations and data quality.
3. Post-implementation
Once your new system is running, you’ll need to ensure it delivers maximum value. This can involve training, optimization and regular audits.
A change management approach is useful even if you’re performing an incremental upgrade, such as moving to the latest version of your current HR software. The right HRIS strategy can help you get maximum value from your HR tech investment — and help you avoid any nasty surprises.
1. Pre-implementation phase
The first step here is to get all stakeholders on the same page. That includes HR leaders, senior representatives from the IT team, and any third parties who rely on your Human Resources Information System. When your upgrade team is together, you can start planning an upgrade.
Map current processes
You might begin by studying the current processes within your HR team. This can help identify potential savings, for example, if your HR administrators spend a lot of time completing compliance-related paperwork. A process map will also show key dependencies, like if your learning management system has a data integration with your main HRIS. If so, you’ll need to consider these dependencies in your HR tech upgrade plan.
Perform a needs assessment
What capacities are lacking in your HR function? Your team might have some suggestions, such as an employee self-service portal or automated communication with job candidates. Talk to HR leaders and department members to find out where HRIS improvements are most urgently required.
Plan for the future
It’s important to keep future HR tech upgrade cycles in mind. Your future circumstances might require your HR team to expand their capacity, or to provide large amounts of data to a centralized AI system. It’s important to think about things like scalability, flexibility and options for integrating with other systems.
Set metrics for success
What will a successful upgrade project look like? That’s a question for your project stakeholders. Metrics might include reduced HR workloads, improved employee satisfaction results or an impact on specific HR metrics such as time-to-hire and staff retention.
Compare options
Now that you have a clear idea of your HRIS requirements, you can begin to compare options on the market. Speak to HR software vendors about your specific needs and goals and find out how their service can deliver what you need.
2. Implementation phase
Once you have chosen your new HRIS option, it is time to implement it. Your HR software vendor may offer some support, especially if you’re migrating to a core system. The main goal of this stage is to make the transition while causing minimal disruption to your team.
Identify potential impacts
Understanding the effect of a human resources information system upgrade is crucial. Impacts can include:
- Platforms: If your HRIS is integrated with other systems, you’ll need your IT team to reconfigure those integrations.
- Processes: The new HRIS might not have an option required in an existing workflow, which may prevent your team from completing essential tasks.
- People: Individuals might need system access or training on the new platform.
If you identify these issues ahead of time, you can minimize disruption during the implementation.
Plan data migration
Data migration means taking information from the old system and uploading it to the new one. It’s a technical job that requires help from your IT team, the software vendor or a system migration consultant. Work with these experts to plan a smooth, seamless transition.
Schedule upgrades
Careful timing is the best way to avoid disruption. For smaller projects, you might launch the human resources information system during downtime, such as on the weekend. This allows for testing and verification while the team is out of the office. In larger projects, you might have a phased upgrade schedule, with small groups getting access over a period of weeks. Again, this allows you to test and verify without disrupting operations.
Test integrations
All of your software systems talk to each other, including systems outside of the HR department. Once you’ve completed the implementation process, it’s essential to test all of these integrations to ensure that they work as expected. Remember to also check in with any third parties who might require access to your systems or data.
Tweak configurations
Configurations are the key to getting value from your software investment. Your IT team may need to enable certain options (or disable other options) to create the best possible experience for your team.
3. Post-implementation phase
Your new HRIS platform is in place, but is it delivering value? There’s still a lot of work required before you begin to see benefits. Here are a few essential steps:
Provide user training
Users will need immediate training to help them understand the day-to-day basics of the new system. It’s a good idea to provide ongoing training if possible, including seminars where users can discuss best practices and share their ideas for creative uses of the new HR tech.
Perform a security analysis
Cybersecurity is more important than ever, especially in a world where hackers are targeting HR teams. Your IT team should audit the new system and identify any security risks. You may also need to train your team on new processes, such as using multi-factor authentication to log in.
Audit data quality
For the first few months, your team will need to audit data within your HRIS. This is to identify any processing errors or configuration issues, which can sometimes take a while to impact your data. It’s also helpful to audit data on systems that are integrated with your HRIS.
Gather user feedback
Is your system easy to use? Does it help reduce workloads? The best way to find out is by asking end users and others dependent on processes. Users can include your HR team, general employees, and those who might interact with some part of your system, such as job applicants.
Keep optimizing and maximizing
Keep looking for ways to get more from your Human Resources Information System. Work with your IT team to find ways to benefit from all the available functions included in the platform. Remember, optimization can also mean looking at your people and processes and finding ways in which they can work smarter.
Turning HR Tech Strategy into ROI
Upgrading your HRIS isn’t just an HR tech initiative, it’s a business transformation opportunity. By approaching your HRIS strategy with the same discipline you’d apply to any enterprise-level investment, you can unlock meaningful gains in efficiency, compliance and employee experience. Whether you're just starting to map your current processes or you're deep into implementation, having a clear-eyed strategy – and the right partner – makes all the difference. NFP’s Human Capital Solutions team provides vendor-agnostic Human Resources Information System consulting, guiding you from needs analysis to system selection and seamless implementation. With us, you won’t just launch new software — you’ll launch a smarter, more agile HR function built for what’s next. Contact our team today to get started on this strategic initiative.
By Cindy Najera, Senior Principal Management Consultant, Helios HR
