Understanding the Client’s Role in an HRIS Implementation Project

January 31, 2023

By Siavash Pourzeynali

An HRIS (Human Resource Information System) implementation can be a complex and time-consuming process. Clients may be caught by surprise when they learn that a lot of the project tasks are their responsibility and that the consultant’s role is that of a guide and supportive resource throughout the process. As an implementation consultant at HRchitect, one of the biggest challenges we face is helping clients clearly understand their role so they can fully commit to their responsibilities in the implementation process.

It is important to note that an HRIS implementation is not a one-time event, but a continuous process that requires ongoing collaboration between the consultant and the client. Clients benefit from understanding that they are not simply hiring a consulting firm to implement a new system but are entering into a partnership with HRchitect, their implementation consultant, and their internal team to achieve their HR goals. Embracing this relationship at the onset of the implementation will be highly beneficial to the overall success of the project.

 The key areas where the client needs to be involved in the HRIS Implementation include:

DataProviding information about their organization’s current HR processes and systems
ResourcingAllocating the right people resources to the correct roles in the project
TestingFully participating in the testing
TrainingEnsure all team members, system administrators, and end users are fully trained
CommunicationActively communicating with your consultant(s)

One of the normal pain points in implementation occurs during the requirements gathering phase, where clients must provide accurate and complete information about their organization’s current HR processes and systems. This exercise includes providing information about their existing data and how it is stored, their current HR policies and procedures, and any other relevant information that will help the consultant understand their organization’s current state. Clients need to understand that incomplete or inaccurate information can delay the implementation process and impact the project’s outcome. Clients often underestimate this task and do not realize how critical it is for the success of the overall implementation.

Another pain point in the initial stages is the analysis phase, where clients must be prepared to allocate resources, both in terms of time and personnel, to the implementation process. This may include assigning a project manager or team members to work with the implementation or technical consultants and providing access to necessary data and procedures. This is another crucial task; clients need to gauge its importance and not underestimate the required effort. Failure to allocate the right resources can lead to delays and increase the project’s overall cost.

Clients also need to be prepared to participate in testing and training. This includes testing the new HRIS system to ensure that it meets the organization’s requirements and providing feedback to the consultant to ensure that the system is configured as expected based on what was designed coming out of the requirements gathering phase. Training is also a critical component of the implementation process for team members who need to understand how to navigate the system during configuration and testing. Training for end users is vital to ensure that employees can use the new system effectively and efficiently right from the first day after the system is live. Clients often underestimate how testing and training can affect the adoption and success of the new system.

Another essential responsibility of the client during the implementation process is to actively communicate with the consultant. This includes providing feedback on the assigned tasks’ progress and any issues or concerns. This communication is essential to ensure that the consultant can address any issues promptly and that the project stays on track. Regular communication with your implementation consultant will prevent misunderstandings and possible rework.

In conclusion, an HRIS implementation is a complex and multi-faceted process that requires the active involvement of both the consultant and the client. Successful implementation teams understand that the implementation consultant cannot and should not bear the responsibilities alone but instead works to mentor and support the client throughout the process. Failure to meet these responsibilities can lead to delays and increase the overall cost of the project. Do not let yourself be caught by surprise when undertaking an HRIS implementation in your organization. Learn and embrace the tasks that will be your responsibility, understand the consultant’s role and how they will guide you and support you from the initial stages to go live and beyond! It is a critical success factor, and we cannot emphasize enough the importance of the client understanding their role in the implementation process.

If you are looking for an Implementation partner for your HRIS Implementation, please get in touch with us here.

Siavash Pourzeynali

Siavash (Sia) Pourzeynali is an HCM Implementation Consultant who brings deep UKG implementation experience to the HRchitect team. Sia is known for his exceptional organizational and communication skills with demonstrated success in leading teams and his expertise in data analysis and modeling with SQL and Python. Sia has a proven track record in implementing technology solutions to mid-market and enterprise businesses, certified in Core/HR, BI reporting, and data conversion.
Sia received his M.A.Sc from Queen’s University, Ontario, and his B.A.Sc. from IUST (Iran University of Science and Technology in Tehran, Iran).

Learn more about Siavash here: https://www.linkedin.com/in/siapourzeynali/