Is a new HR system the right move for your organisation?

Before you consider whether moving to a new HR system is the right option for your business, there are a few things you may need to consider.

Some of the more common reasons why organisations look to move away from their current system tends to be one or more of the following:

  • The implementation hasn’t been successful
  • Service from the vendor hasn’t met expectations
  • Little to no development since inception
  • Growing organisations now feel that their current system is too small

Whilst these may all seem valid reasons to move systems and in some cases, they can be, it still doesn’t necessarily mean it’s the best option. As the saying goes, the grass isn’t always greener. Changing your software isn’t a cheap or quick process and there are no guarantees it will be a success.

Whenever considering a move, the main thing should be to learn from previous experiences and to try mitigating the risks associated with implementing a new platform.

Understanding timings & the impact on your organisation

One of the first things to understand is how much a change in an HR system will affect you and your organisation.

Hypothetically, let’s take a mid-size organisation of circa 1,000 employees. A recommended implementation timeline for an organisation of this size is between 6-9 months (closer to 9 if you’re including Payroll). That’s going to be 6-9 months worth of key people within the organisation focusing on the implementation.

You’d also need to consider the impact this will have on the business, both from a resource and financial point of view. It’s worth noting that this doesn’t include the actual system selection stage of the new product, which in itself can take approximately 3 months.

So, from the initial decision to moving systems, to the final ‘go live’ date, you should estimate a period of 9-12 months to ensure you’re not putting your organisation under too much pressure. Combine this with the costs associated with implementation, it can be a challenging time for even the most prepared organisations.

Building a business case for new HR technology

Secondly, you need to get to the point where you are certain that a move away from your current system is the best thing for your organisation. You need to be able to produce an informative business case that outlines exactly why the current system is not meeting expectations, how you have reached this decision, and what you recommend as the next steps.

The premise of the business case should be to identify what you need from a HR system, the current health of your HR system, and whether this meets / can meet your requirements.

You should spend time prioritising which requirements are non-negotiable and the which you can live without. At this stage, you should draw on previous experiences to help shape your future vision.

HR system health checks

One of the best ways to understand the current state of play is an independent system health check. This will give you an unbiased view of what’s working well and what’s not. You can then determine whether or not your current system will/ will not meet your requirements.

Should you wish to stay with your current system, the health check will give you a roadmap of changes that you need to make going forward. However, if the outcome of your health check points to a new HR system, our system selection tool can help.

Selecting the right HRIS for your organisation

The process of choosing your new HRIS or payroll system is an overwhelming one, and it can be difficult to know where to start. Our free online system selection tool is designed to help you determine which products can provide the functionality your organisation needs when it comes to HR technology.

We’ve compiled an extensive list of criteria that enables you to see, at a glance, what is readily available on the market. Simply select the features that are most important to your business, and we’ll provide a shortlist of software vendors from our directory of trusted partners.

It’s quick and easy to use and can be completed in a matter of minutes. If you decide to add or remove any variables, simply amend your selection and refresh your results.

We know how hectic life can get, so we’ve made it as easy as possible for you to search on the go, from any device. If you’d like to talk to one of our independent HR tech consultants, don’t hesitate to get in touch today.

Written by HR Software Consultant, Matthew Ramm.

About Matthew

Matthew is a Consultant, managing the successful delivery of the system selection processes for our clients to ensure they gain the most from their software. He will guide businesses to find a solution that is right for them, starting with a health check of their current system to determine what’s working well, where improvements can be made and what else is needed.

Matt has an HR background and uses this knowledge to provide a solution that is fit for purpose across a multitude of departments.

Matt is enthusiastic and passionate about what he does. He is married and enjoys Rugby, Golf and taking his 2 dogs for walks in the countryside.

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