Three challenges to overcome to install an HRMS self-service module

Employee self-service functionality is practically a must-have for any modern HRMS. If you’ve yet to install or activate your self service module, it’s not so much a case of Should I? as Why haven’t I? And yet, as with any new or updated technology, implementation involves negotiating a few challenges along the way.

1. Technical issues

In the same way that adding a new device or accessory to your computer involves some practical steps (purchase, connection, drivers, etc.) before you can use it, you also need to deal with the ‘nuts & bolts’ aspect of your new employee self service module.

On the technical front, with an on-premise HRMS, your vendor should be able to advise you on a step by step process, including installing the software, any necessary patches, server requirements, and connecting users’ profiles to their database records. It’s fair to say that some of this is much easier with a cloud solution in that you don’t have to worry about software and servers.

Get to grips with your HRMS self-service functionality with these six steps to self-service success

2. Setup and configuration issues

There are two key areas of concern here: user access and user interface. There is no one-size-fits-all solution and user access should be configured depending on roles and responsibilities, ensuring that individuals can only view and update their own information on the system, while managers have rights regarding their teams’ records.

Insofar as the user interface is customizable, you need to strike a balance between practicality and familiarity: all the necessary information and function options must be present but the more at ease users are with what they see on-screen, the more they’ll use your employee self service module.

3. Use issues

Ultimately, however smoothly the module is installed, and however easy-to-understand the on-screen experience is, the real test is whether your employees use the functions available to them. If they don’t, then there is no return on your investment. Here are some key tactics to encourage employee self service module usage:

• De-emphasize the old ways of doing things – Most people don’t like change, even if only subconsciously. To encourage use of new procedures, the ideal solution is to remove the old access points. For example, if someone calls the HR helpdesk with an inquiry solvable via self service, don’t answer the question but instead talk them through the ESS route.
• Make accessing ESS attractive – In addition to the above point about presenting a familiar interface, many systems also allow users to customize their own experience. The more control they have over how it looks, the more use they’ll make of it.
• Market and incentivize the new system – As with any change, communication is key. After all, if users don’t know what functions the system offers, they’re hardly likely to use them. Some internal self service branding (a new logo, perhaps?) can be used to raise awareness. Uptake can also be incentivized – how about entry in a free draw for an extra paid day off for everyone who books a vacation via the new leave management self service function?