One of the most challenging phases for any business is implementing an organizational change when the company grows over a period of time considerably. This includes increase in the number of employees, diversification of industry, addition of infrastructure, and overall improvement in the work culture to accommodate the growth in a sustainable manner. HR Software solutions are gaining popularity in the Indian subcontinent owing to a multitude of benefits availed by the use of dedicated human resource management automation tools.
This article will provide information regarding the implementation process for software solutions and how to get easy acceptance within the organization in a nutshell.
What are the Key Areas Benefited and How you Should Analyze the Situation
An HR Software shall cover all aspects of human resource management, ranging from the hiring of an employee to the FNF processing. It covers the entire employee life cycle while strategic decision making is also benefited with the use of automation-based solutions. The major areas, including talent acquisition, payroll processing, compliance management, timekeeping, and employee evaluation are provided with dedicated modules which are interwoven together on a single platform to execute the entire HR operations. The following are some of the most critical steps in implementation process as described below:
Have a Basic Layout of your Organizational Structure and Identify the Deliverables
The first phase shall consist of extensive analysis of the existing practices prevalent in the organization and the study of the background of the employee so that the implementation can be done with minimum friction. The primary steps, such as installation of biometric machines and formation of all HR policies, shall be your first priority. These policies shall be clubbed with the approval authority matrix wherever required to keep the flow of transactions as per the user’s needs and safeguard the company’s interests. The layout shall then be used to enforce the HR policies by together without any distortion.
Train your Staff to use the System Interface and Educate them About System-Driven Transaction Management
The employees will initially find it challenging to adapt to new technologies that never have a part of their official work. The cloud-based HR solutions have user-friendly interfaces with a lucid flow similar to other websites/apps used by the staff members. The HR team has to be provided with training to use the configuration capabilities such as building attendance policy, performance policy, and the compensation structure along with the compliance-based aspects of human resource management. They also need to be guided on the utilization of the functionalities provided by the software and the use of reports generated by the system.
Have a Dry Run as per your Company’s Structure
You can choose to either implement the HR Software completely on all departments/locations or to include them one by one as per the background of your staff. Implementation for manufacturing sector can be a bit more lengthy than the IT companies, so choosing the right pace is also based on how adaptive your team is. You can also implement it partially by using Attendance Management System with biometric machine integration as standard for all employees and ESS (Employee Self Service) Portal for the higher-level authorities, managers, and department heads in the beginning.
Refine and Restructure as per your Customization Needs
Since the biggest benefit of using cloud-based factohr solutions is the amount of configuration capabilities provided by them, you can refine the working of the software by customizing all the policies on will. The changes made in one module will be automatically reflected in other concerned modules. For instance, the incentives generated from the Performance Management System are linked with the Payroll Processing module, which in turn impacts compliance filings generated by the software. The final phase will consist of the customization and restructuring of the system parameters to ensure that the employees function as per the systematic approach.
The Concluding Notes
Using office automation is a necessity because of the complexity of human resource management and the volume of transactions to be recorded, processed, stored, and utilized to generate various reporting. However, the employees are more educated in general as compared to the past, which will help in smooth migration. Initial training and constant support from the HR department can provide a boost to the implementation process.
