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HRIS / HR Project Implementation

CONTENTS

Introduction

a) The Project Manager

b) The project team

c) The draft Plan

d) Elements of Project Plan:

1) Clean data 2) Create environment Application Test 3) the number of employees 4) Configure Organisational Structure 5) Configure messages (Jobs) 6) 7 innings Configuration) Configure 8 Details Employee) Configure User Access Security 9) Set up rules for payment of human resources and 10) Set Report 11) Setting Triggers 12) History Brought forward 13) Complete the Application for New 14) Parallel 15) Test Data Migration live evironment 16) Old data 16) De-commissioning

THE PROJECT

Introduction

This is a rather more detailed in the HRIS application to that contained in the Buyers Guide. This has been done with the intention to give a sense of scope and scale to the contemplation of the professional acquisition and application of a new or replacement HRIS, and is not exhaustive, nor is the final project plan.

Most of this article regards HR and Payroll applications, but many are generic actions for time and attendance systems. We will update and expand this article from time to time to build on the knowledge base of our visitors.

Your selected provider will have a lot of experience in the management of projects like yours, but is useful for you to have your own assessment of what is involved.

Much of this material is based on realities on the ground (or scar tissue!) acquired by our team over the years, and we mean it is presented in understandable language and format easy to follow.

Denis W Barnard
CEO - HRcomparison Ltd

a) The Project Manager

If there is a message to get across here is NOT to get your own project manager, trust provider project management on his behalf, and ultimately do not meet the expectations of everyone, no matter how hard I work. They will always have difficulty balancing the priorities from time to time be in conflict. Do not expect a lawyer to act as prosecutor and defender at the same time!

Importantly, having its own person will more properly, and that the introduction of its new HRIS remote is not just something "happening" in your organization

Come to this in the immediate context:

i) the Director of the project is unlikely to be able to combine the afternoon paper, with another day's work. time experience ii) The director project should have in interpreting the plan of the Seller, the classification (and attracting) the resources, meetings and stay in touch with the seller. Not a job for the amateur.

It is tempting, for example, a human resources manager to assume the role, but is not recommended unless you have such experience. Really - trust me in this case.

Ideally, you should use someone with relevant experience from elsewhere within the organization who can look dispassionately Table and impartial. By doing so, the experience remains in the organization. Failing that, hire a professional project manager, will not be cheap, but Habert committed to the solution are not improving their chances of success for skimping on the essentials.

One option for reducing external costs can be named a program manager to oversee your project manager if the overall experience is not exhaustive. The letter of Program Management is taking a broad view of projects, and review - probably once a week - with the project manager. In this way, the contractor's costs are minimized, and the director of program can provide a mentoring role.

Whoever lands the position of Project Manager MUST have discretion to take decisions (within budget limits and other agreed) and get priority access to resources as needed to cause unnecessary disruption to normal activities. It is essential that all departments are affected consulted during project planning in all matters affecting their people and resources.

b) The project team

Keep the small team. Only people who have direct influence on the project must be on the primary computer. Others may be coopted by the various stages of plan relate to them.

A good number for the core team is 3. Beyond that, you have a committee, making consensus difficult and could slow things down when team members are unable to make the meetings. The members, the more likely you can get together on regular basis.

c) The draft Plan

It is customary for the seller to draw a project plan describing the actions necessary to load, configure, deploy and test the application buyer until acceptance and signature.

As the client, you need to plan the development of a shade to suit the event that will encompass all the steps to follow him, the persons responsible for the provisioning of the steps and timelines for measures to adapt to the seller's plan.

If you do not have the (expensive) Project planning software tools for this, it can produce Gantt chart in MS Excel.

d) Proposed elements Plan

Below is a typical illustration of some actions in the plan responds to a client who necessary action in the master plan.

1. Cleaning the data

Either distribute a blank form and ask employees to achieve them, or print what you have on them and ask , to correct or add information. In fact, I favor the previous year, which begins the data from a zero base and means that employees must make the effort to do well.

2. Create test environment for application

This will be your IT / ICT department which provides that, in general, by the allocation of a server and upload a copy of the application to it, ready for data entry. In a moment later, it will create a living environment that will be the permanent home for its implementation.

3. Number of employees

Make sure the new application can lead to sequences that are used. If you have a historical collection of number of employees, can be a good opportunity to start from scratch

4. Configuring Organizational Structure

My action recommended here is to replicate the organizational structure based on the Chart of Accounts used by the Treasury Department. Not just a statement understood throughout the organization, but facilitates the smooth export of information with other applications.

Departments can be configured to perform a numerical description of the alpha and the box number as well.

When establishing the structure, remember that the organization itself in the upper the pyramid "otherwise not be able to transit of persons between departments.

5. Set Entries (Jobs)

A Post (Job) may be considered as the empty "suit" for a job there before anyone actually fills the job.

Attached to the Post will a number of conditions:

• Hours:

If standard hours are 40 per organization week, and the position in question, for example, Payroll Manager, is 40 HPW job, then it is considered to be 1 FTE (full time equivalent) If the message was only 30 hours a week, then be expressed in a report count as 0.75 FTE.

• Grade:

Most seats for agreement within one degree. Some benefits or conditions automatically obtained qualifications, and must be added the posts accordingly.

• Reports to:

This will be the report immediately in the hierarchy of the organization. This has added significance when activated Shares were created to ensure, for example, that all employees reporting to a certain manager is informed about upcoming meetings or training evaluation.

The question is a little cloudy when an employee actually has two posts - perhaps both part-time - and reports more than one Administrator. Some software applications can not handle this without having two separate accounts established for the person, which leaves much be desired, especially when then impacts on the Payroll. If you have what is known as Multi-messages in your organization, you have to look very care providers in their specification. As a general rule, most vendors who sell in the public sector has this feature, by necessity.

• Benefits:

O depends on grade or perhaps as a standard feature of employment, benefits may be associated with the work. Theses can include life insurance, Permanent Health Insurance (Salary Continuation), holidays and other contractual arrangements.

• Ownership:

Some positions require property automatically, such as mobile phones, laptops and company cars.

. Setting change patterns 6

Most organizations have different shift patterns for their employees, and can range from through weekly rotations are repeated every 12 weeks or more. Make sure you have all available current shift patterns defined, and then configure the system T & A. After this, you will tie to each employee to change.

Some workers are defined as "floaters" as they are not tapping fixed but you can set a no-trade category, and Shift Supervisors can add them manually to changes as needed.

T of good quality and systems A make configuration changes and editing very easy indeed. A further refinement in some applications is the analysis of specific tasks within shifts.

Tip # 6.1

Sourcing a new time and attendance system is the right time to reassess his watch in the points. Watches represent an investment of about two thousand pounds each, and what they really do not want many of them. Study of the dynamics of their functioning are its very Clock away from the actual job?

7. Setting up Employee Details

In addition to information for employees of routine, such as name and address, may be a requirement to add specific fields of the organization, or to configure existing fields.

In the first group could Fire Officers be, first aiders or appointed persons, the second is the organization required fields for categories such as equal opportunities monitoring.

8. Setting Up Users "security access

Define who can access the application / s, and at what level of information or action that they have access.

Access policies differ from one organization to another, but a standard must be constant: employees should not be able to change your own records (with the exception of fields allowed in self-service environments), but must be able to see (read only) and included them in the reports.

You may want to allow the Department of Education to see employee records relating to Employment and Training History, without access to personal data salary or a house recruiters working to see detail only.

With time and attendance, the most common security implementation is to allow supervisors shifts to edit their records of shift workers own absence. assistance has not been edited in arrears when the cause of the absence is known and then can show as unpaid sickness, compassion or recover later in the turn, etc.

Access issues also occur in the time and attendance, when using the access control system to a building or parts of a building and a time recording device.

Self Service has a long task more complex, you'll need to organize the security levels for most of its work force (those who have easy access to online access.) This involve setting the parameters for the fields that can change all employees (address, bank details, absence and holidays), their managers and supervisors (Approvals and recommendations for training) and senior management (eg, number of employees, budgets, and corporate communications.)

9. Set Rules human resources and payment

There are two sets of rules: the laws and those established by the organization.

laws are set by the Government and level through each organization. These include categories such as Statutory Maternity Pay, Statutory Sick of payment, minimum wage and basic accommodation.

organizational rules are particular to that organization and may affect the provisions as Occupational disease long service benefits, salary levels and the organizational hierarchy.

As with data cleansing, it's never too soon too soon to start collecting all these rules and tabulate them. Contact the vendor for an array of rules that will be necessary for you to have a guide. Running round looking such information, while the seller is consultant meter is a form of waste to work!

10. Configure Reports

You have to think about the variety of reports that will reach from the beginning, what fields should appear, how they will be filtered and if there is any time or departmental parameters. These can be used in report writing training sessions, as there is no substitute for learning how to do these things for yourself!

Examples of commonly used reports are:

Number of employees:

Employee Number, Employee Name, Cost Center, full-time equivalent

Salaries:

Employee Number, Employee Name, Cost Center, Annual Salary

Length of service:

Employee Number, Employee Name, date of admission, years of service (run from the date of report)

Employee Turnover:

Number of employees (certain period) x 100 divided by the average employee

Stability (for the example shown annualized)

Number of employees with 1 years service x 100 divided by the number of workers employees for 1 year.

Some reports use the same elements and only needed to be changed, perhaps for the data between two dates. You can set two blank dates in its report (departure and arrival), so that when you run the report you can insert the required dates at the time. This is known in some suites of reports as Runtime system.

11. Configure Triggers

Set in the paper a list of actions to notify you want, what causes them, to whom notifications should be sent and when.

For example, all new employees are in a period of 12 weeks of freedom probation, and want to ensure that the test interview is conducted in a timely manner. Set the shutter, ensuring that the rules of probation for this employee is 3 months. You can then set the trigger to forward an email reminder merged format and mail to the supervisor, the workers (And human resources department, if necessary) in the start date + 10 weeks.

Example:

New field Employees activation: Parole Status: Start date + 12 weeks - 2 weeks (10 weeks) Action: Email Message: "Please note that (name of employee) is subject to a parole review date (derived from the date Start + 12 weeks). Please make sure this review is completed by the due date. "

This is simplistic, but gives an indication of how to build these triggers.

12. History Brought forward

Payroll history is easy to manage, since only current fiscal year is performed live and the previous data is maintained as a file. These must be accessible by no less than seven years by law, so you will they have the means to place for this to comply (see old data).

Time and attendance records, too, are often not carried over from previous years vacation. It is advisable to keep a reasonable amount of data, perhaps 3 years, and that may be relevant for possible disciplinary action, or litigation in relation to sickness and accident.

HR records are much more difficult to decide. It is probably fair to say that the longer an employee with an organization, the finer the file! The trend is gathering more and more used in new, and the trend is increasing.

Factors that should affect the amount of the history of the employees are:

• How often do you actually refer to records more than a year old?
• Does anyone ever look back on professional development in the last 10 years?
• What as accurate - and detailed - is the story?

The story to this, the more expensive it becomes. Each post history going back in time should be created, populated and then deserted as the employee, even though the jobs and, occasionally, the departments, there may be out of memory alive. You are in fact reconstruct the past, and, as mentioned above, this history can be inaccurate enough to be of dubious value.

A effective way to resolve this would be to agree a point in time, for example 2 / 3 years preceding the current migration time, and import this into the new application. The previous data can be retained in a history file (see old data item 15)

13. Fill the new application

Many applications are populated by uploading a series of linked spreadsheets (usually. Csv from Excel) via a data importer.

You can help in this process by requesting the spreadsheet templates provider, and fill their newly cleaned data sources. Although this is a long time, is a very good sense check on the data to have, and gives at least a little more ownership and control is more often found during a project that sometimes it seems as something that happens elsewhere!

14. Parallel

Needless to say, most "mission critical" is the payroll application. Whether you are moving from one application to another, or to your computer HRIS will first have to run in parallel - ie run with your current arrangement, for a period, mainly for testing purposes to compare and validate output, and to discover any problems running before you publish.

Payroll and to a lesser extent, take more time and assistance in "real time" than human, and therefore should be a priority.

One of the most common questions we are asked is "how many parallels we do?" There is no hard and fast answer, and will depend on all of its resources, but we recommend a minimum of two and no more than three, probably. If you continue to find significant differences after two parallel careers, must quickly establish where they are the flaws and correct them, otherwise your project will take off.

When the operation parallel and other tests are completed successfully, then the buyer will sign an end user document testing of acceptance. The data is ready to be loaded into the real environment.

15. Migration of live test data environment

This will be carried out by the IT / role of ICT, and will be settling in the validated data for live implementation Environment, ready for live use.

In the hosted web applications, this will be done by the host at your own location, and the buyer is limited to point your browser to the address live.

16. Data old

It is often overlooked. In addition to establishing the amount of history presented in the new application has yet to make a decision about where to store historical data.

Payroll is required to be accessible for at least seven years and is a human resources course record. The main options are:

• The maintenance of an environment on the version of the earlier application, where records can be accessed and read;
• The data converted into a contemporary format like Excel where you can use at will;
• The giant pile outdated print.

The first two have a cost: a) permanent charge is usually a rental b) is a one-time charge. Neither is particularly cheap. The last option is not as helpful as it seems, people generally overestimate the amount of access they need to historical data. Provide history reports produced in a range of types (name, employee number, National Insurance Number, Operations Division) and then look-ups not too long.

17. Close final

Remember that if you are phasing out a previous request, then you have to study the terms in which you surrender, with particular attention to periods of notification and financial considerations associated with them.

Existing systems must be maintained until cutting complete the new application is completed, and then you can delete down and removed from the operating platform. Ensure that all master discs are taken into account are returned original seller, or disposed of in accordance with their wishes.

About the Author

Denis Barnard is the CEO of the UK’s first HRIS comparison website, HRcomparison.com, which includes advice, tips and resources to help choose the best HR software. He is an expert on the implementation of HR and payroll systems and has worked in the HR industry for more than 20 years.

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