Written by Jody Burton
Implementing an HCM system can be a daunting task. Implementation requires planning, data transfer, testing, and re-testing. Planning can take months as you figure out which system is right for your organization? Once you have selected a system, the implementation process begins. Many hours are spent pulling data from your legacy system in preparation to transfer it to your new HCM platform. Then you must validate the data and test the system functionality to ensure it is set up according to the needs of your organization. Since implementation projects are often a responsibility that HR professionals take on in addition to their “regular job”. After going live, you’re asked to take training to help familiarize yourself with the HCM system. Although you may be feeling really stretched at this point, don’t underestimate the importance of training!
Training and learning how to use your new HCM is just as important as planning, data transfer and testing. Those project phases were difficult and exhausting at times, but you persevered and pushed through and now your HCM is ready to change your work world. But, if you skip training, you won’t know how to use the system effectively. Furthermore, your employees don’t know how to use it because there wasn’t a training plan in place.
The two most common types of HCM training are Administrator training and End-user training:
Administrators training is for system administrators or subject matter experts (SMEs). These individuals are generally responsible for maintaining the system and performing routine updates and modifications. System administrators and SMEs must understand how to troubleshoot issues that arise and be able to determine if something needs to be escalated to the software vendor’s support team or your third-party managed services support provider, like HRchitect. System administrators and SMEs will spend hours in the system and must become very familiar with the system’s capabilities. Most HCM vendors have training courses geared specifically toward this user group. Some HCM vendors offer no-cost training with no limit on the number of courses you can take. If you’re a system administrator or SME, take advantage of all of the training available to you.
End-user training is for front-line employees and managers. Your HCM system may offer employee self-service and/or manager self-service capabilities allowing these users to perform various functions related to their role. For example, employee users may be able to update their own address or submit a request for direct deposit. Managers may be able to initiate job related changes for their employees. It is imperative that these end-users get the appropriate training so they can perform these functions well, without having to reach out to you for help. Training these individuals will also give them the confidence to easily navigate the system to perform tasks assigned to them. Without proper training, users will most likely consider the system as a roadblock and try to circumvent established processes.
Most employees don’t like change and getting them to adopt your new HCM can be a challenge. As part of your change management program, offer multiple training sessions to ensure you reach the majority of your end-user population, with the goal of reaching 100%. Your training sessions should not only introduce them to the product and how to navigate within it, but also highlight the improvements as compared to your legacy system.
Training could be the make-it-or-break-it of your new HCM software. System administrators must consider training as a crucial part of the implementation process and arrange their schedule to allow time for training. Likewise, if your end-users aren’t properly introduced to the product and don’t learn about its capabilities and how to use it, they will likely reject it. You may have picked the perfect HCM system for your organization but if you don’t take training seriously, you may find yourself going through the RFP process for a new one sooner than expected.
If your organization is seeking help creating and delivering administrator and end-user training for your HCM and WFM systems, contact HRchitect today.
Jody Burton is a Senior Implementation Consultant who brings over 20 ears of Human Resources including 4 years of UKG Pro consulting experience to the HRchitect team. Jody’s number one priority as a member of the HRchitect consulting team is customer satisfaction and client data integrity. She works diligently to understand customer needs and strives to exceed expectations, always willing to go the extra mile.
Learn more about Jody on LinkedIn