When your organization begins an implementation project for your new HCM system, most team members are very busy making To-Do lists. As an HCM consultant who has been through dozens of implementation projects, I wanted to share some insights into pitfalls that can jeopardize the project’s success. Your To-Do list is a great place to start, but I have created my top five “What Not-To-Do” lists below based on my experiences. I wish someone had made this list for me when I started.
Number 1: Don’t skip your training!
When starting an implementation, you will be assigned training courses based on your role in the project. Training will be specific to HR, Payroll, Benefits, Reporting and other topics. Your assigned training is a critical task to complete so that you and your team are aware of system functionality in the corresponding areas of the system. You are not expected to be an expert in your new HCM system immediately after completing the training. Strive to understand the business processes and steps to accomplish them. Understand how, in your role, you will perform your daily tasks. Another recommendation is to complete your training at the right point in the project. Don’t do it all at the beginning of the project to get it out of the way. Pace the training so you can complete it during the appropriate implementation phase. You want the information to be fresh in your mind. Take the time to go back and revisit the training. Practice the tasks you will be responsible for before your go-live date.
Number 2: Don’t neglect to validate the data loaded by your implementation team!
When implementing new software, data, including job codes, earnings codes, deduction codes, and opening balances, all need to be accurately loaded. Your implementation team has tools to expedite these data loads, which allows you to skip a tedious manual process. However, it is essential to take the time to validate the data load. This validation can, at times, be very detailed work but also worthwhile. Watch for things that might cause your data files to become corrupt; they can be misnamed, and copy-and-paste errors can occur. Understand the use of the .csv file format and ask questions if the instructions are unclear. There is enormous value in ensuring the new system’s data appears how you intended it to look after being loaded. Your Implementation Consultants are the configuration experts, but you are the subject matter experts on your company’s data. Spotting errors within your organization’s data early in the project timeline can prevent hours of rework post go-live.
Number 3: Don’t try to make your new system a replica of your old system!
Change can be hard. Some project team members may love their current component of the HCM system and are not looking forward to a new one. However, change is inevitable, and your company has decided to implement new HCM software for valid reasons. The HCM software chosen was determined to be best for the organization’s requirements. Embrace the change by learning how your new software works and how you can streamline your processes to work with the new software. Keep an open mind and search for solutions to problems you have been working around. This approach is far more effective than trying to make your new software work the same as your old software, which can lead to lost opportunities for significant improvements. As a participant, your positive, creative attitude will streamline configuration and requirements sessions for your new system. Remember, your implementation partner welcomes your participation and your questions.
Number 4: Don’t forget to meet with your internal teams separately from your implementation team!
Your internal project team members will have many meetings with the implementation team, including working sessions with a smaller group and a project status call, usually once a week. However, don’t forget to regularly have internal calls or meetings within your organization. It is critical to keep all stakeholders informed.
Seek out what cross-department functions are being affected by the HCM Implementation. A couple of examples of these are:
- Job codes are an HR function, but payroll needs to understand how they are used.
- Benefits may want to use arrears functionality, but payroll needs to weigh in on the pros and cons.
- Compensation handles merit increases, but payroll will be processing them.
Make time during internal meetings to review these cross-department topics and more. Everyone needs to understand the downstream impact of decisions made during configuration. These conversations will help build your system and your internal team.
Number 5: Don’t turn down offers of client-side support!
An HCM implementation project is a significant investment for your organization. The decision to implement new HCM software needs to be supported by the internal project team’s time and effort. Lean HR teams or a key employee on leave can leave risky gaps in knowledge and effort.
Your team has their day job and implementation tasks to juggle, and it seems there are not enough hours in the day. That is where things could start to fall apart, and the internal team can begin to feel stress and anxiety. A client-side project manager or client-side subject matter expert can fill these gaps. Make sure you have a robust team that can support this implementation. With all you have invested in your implementation, don’t overlook the value of client-side resources.
Summary
Your system implementation consultants are experts on the configuration and technical issues of implementing HCM software. They will work with you to help you create the best system for your organization. Avoiding these five pitfalls will ensure that your organization will succeed and be prepared to enjoy your new system’s benefits.
HRchitect is the leader in HCM software implementations and can help your HCM Implementation succeed. Did you know we are also experts in providing client-side subject matter expertise or client-side project managers? Many of our consultants have had HR practitioner roles and are ready to step in and help. Let them do some of the heavy lifting for you. Contact us today to learn more about how we can help with your implementation and as your client-side resource.
About the Author
Laura Palulis is a long-tenured consultant with deep expertise in payroll, human resources and accounting. She has a proven track record of excellence in project management, system configuration, process redesign, and troubleshooting critical business issues. She has provided guidance to senior leadership around payroll account funding and compliance, among other strategic HR issues. Laura holds an MBA with a concentration in Leadership and Human Resources from Johns & Wales University.
When Laura is not working, she loves to travel. She has visited 30 countries and will add 3 more this year. She also loves boating and quilting.
To learn more about Laura’s experience, please visit LinkedIn.