6 Steps to HRMS Self-Service Success – Implementation

Knowing your self-service needs, planning how HRMS self-service will hopefully further your strategic business aims, and buying a system that has the potential to give you what you want – all essential steps to benefit from self-service software. However, just to state the obvious; buying the right system is only part of the battle, the key to getting the most from your self-service is an installation and implementation process that sets you up for success.

HRMS Self-Service Implementation Issue #1: Engage, engage, engage

Technological factors aside, your HRMS is used by people and it’s on the people that a successful system depends. Pre-implementation, before you even start scouting for systems and vendors, talk to the people who you hope will use the system as part of their daily working lives. Lay out what self-service options might be available and then invite their opinions on what would help them most in their jobs. Then, of course, listen to the answers and incorporate them into your buying and implementation strategies.

HRMS Self-Service Implementation Issue #2: Aim for a high early adoption rate

When the system goes live, early adopters – those who embrace the new technology wholeheartedly – are your best ambassadors for system use. Their peers and colleagues see them getting a benefit from the new HR portal and become interested in what the system can do for them. Some reports suggest that a majority adoption rate can lead to 75-90% of HR transactions being handled via self-service. Encourage your early adopters and listen to them, they’re your ears ‘on the ground’ in the early stages of implementation.

HRMS Self-Service Implementation Issue #3: Great self-service is integrated

Integration comes in two forms: technological and procedural. For the first, an HRMS that links and shares data with other business intelligence systems such as payroll, ERP, CRM and so on, offers more potential self-service options (and a better user experience). On the procedural side, your aim is to have self-service transaction become the normal, standard method of accessing HR information and services. Weaning users off the old methods of accessing HR might take some time, but selling the benefits and, more importantly, the early successes, will help users to view self-service as a fully integrated part of their working practices.

HRMS Self-Service Implementation Issue #4: Make it compulsory and make it easy

On a slightly harder note, one effective method encouraging rapid adoption and successful implementation is to make use of self-service mandatory. Ensure users understand the system and its benefits make it simple and intuitive to navigate, then take away the old HR access channels – change phone numbers, email addresses, set up a single point of contact service desk for non-self-service queries; do whatever works to push as well as pull your people towards using the new system.

HRMS Self-Service Implementation Issue #5: Stock it with ‘good’ data

Another obvious but essential point: when you migrate your HR data from the old system (a prior HRMS, a set of spreadsheets, scratchings on a wax tablet) take the opportunity to cleanse and improve it so that the initial user experience is as good as it possibly can be. Nothing undermines the new system more (and its self-service functionality) than someone finding their personal record is full of errors and blanks.

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Dave Foxall

About the author…

Dave has worked as HR Manager for the Ministry of Justice for a number of years, he now writes on a broad range of topics including jazz music, and, of course, the HRMS software market.

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Dave Foxall