Preparing for your first cloud HRMS implementation: three tips

Many companies choose cloud HRMS due to their built-in processes, flexible configuration and strong usability. If you are transitioning from a legacy system to the cloud you may find implementation to be a struggle due to the rapidness of cloud projects. Here are three ways to prepare your company for its first cloud HRMS implementation.

1. Take advantage of extended feature-sets to futureproof your selection decision

As companies review their RFPs and vendor shortlists they often use their requirements as a basis of that decision. A cloud HRMS may bring more functionality than was previously considered. Now is the time to research and investigate opportunities and functionality based on what the vendor can offer. I have seen companies who have implemented additional HR features and gone on to install other modules like expenses based on having these items out of the box. Use your preparation time and have some brainstorming sessions about what your company’s HR requirements could look like in one, three or five years’ time.

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2. Document your data and processes

Some companies have had a legacy HRMS in use for 10 or even 20 years. Data entry can evolve over time. Processes can be modified due to business reasons. It is helpful to have a full list of data fields in use and to understand how HR data is processed prior to the start of your cloud HRMS implementation. Cloud implementations are known for their fast timelines. You do not have a lot of time to research fields and to understand which ones are maintained or integrated. You need to have these details at hand to be able to make successful configuration decisions.

3. Plan for change management activities

I have been in design sessions where HR processes are mapped between their current and future states and they look completely different. Cloud HRMS can bring a lot of delivered functionality directly to employees and managers. If you have a traditional HR department where HR or a shared service center enters all data this will be a massive change. I have seen companies struggle when a process like creating a position or initiating a promotion is now in the manager’s hands. Managers often ask why they need to ‘do HR’s work’ rather than wanting to take ownership. Cloud HRMS can cause a complete staffing reorganization as data entry positions may be eliminated due to automatic system functionality. The shifting of responsibility should not be underestimated as it’s a component of any HRMS cloud implementation.