Best Practices in HR

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Wise Consulting
  January 29, 2020

Paving the Way For A Truly Utilized HCM System: A System Review Journey

When you first started exploring the possibility of changing your HR/Payroll system, there were most likely several presentations outlining the functionality of the potential Human Capital Management Systems (HCM) for your organization. Based on all the great things you saw; your organization made the decision to migrate to a new HCM platform. Now that you are using your new system on a daily basis, you may wonder about some of the features and functionality you were presented but aren’t using.

Often times, the implementation project takes over your world, and the available resources end up having to manage both their regular “day job” and the implementation, testing, and roll-out of the new system. This may have led to certain modules or features being reprioritized in favor of others that were more pressing at the time. This is one of the many reasons you may find yourself with a new HCM System that just isn’t providing you with all the bells and whistles you were hoping for.

Should you find yourself in this situation, you may want to consider a system review. A system review takes every aspect of your HCM system into account and provides you with education as well as, methods for, improvement; leading to a more streamlined process for everyone, from Accounting to Human Resources.

It’s important that each of the departments responsible for employee HCM data work efficiently and in harmony with one another. If your HCM system isn’t providing your organization with the efficiencies you expected, a system review can be a very productive way to bring your users and processes together.

When does a company need a system review?

A single database HCM system can be a dream come true for many companies. It integrates multiple systems into one, reducing or altogether eliminating the need for system integrations and data feeds back and forth. While this can be a positive experience, it also can lead to changes in how different departments need to manage data now that it’s housed in one database. Frequently, companies upgrade their systems without reviewing their processes along with it.

Think of your current system as your grandfathers 1966 pickup truck, and your current processes as the dirt road you drive to and from work each day. You know how to get there, how your truck handles turns, bumps, and any other issues you may encounter. Upgrading to a new HCM system is like buying a new sports car; better performance and functionality. But if you don’t review HOW you go about your daily tasks, it’s akin to driving that new sports car down the dirt road you were on before. You may experience some of the great things about your new car, but obstacles you were able to handle in your “old reliable” truck can seem magnified, or even unbearable. A System Review not only helps with how to operate your new system but reviews your processes as well; helping you identify a new road, where you get the full benefit of your fancy new sports car.

Ideally, you’ve been using the system for some time and had a chance to really get past the initial learning curve, and now you’re wondering about the features or efficiencies you saw during the demos of the system. If you’re finding the system isn’t delivering what you expected, you may want to consider a System Review. It’s important to allow your team and employees the opportunity to become familiar with the new system first. System Reviews are most successful when users are comfortable with the system and know what’s working and what isn’t.

What happens during a system review?

Your Wise consultants will meet with your internal team and review, section by section, the configuration and processes associated with your HCM system. While you may be facing challenges focused in a single department, we suggest the review have input from all groups interacting with the system. As many new HCM systems are a single database, it’s important that everyone understand how each module interacts with and affects the others.

Users are asked to help identify where they are experiencing “pain points,” as well as what was envisioned in the beginning vs. the current reality of how they are interacting with their new system.

We’ve all heard the phrase “We don’t know what we don’t know!” This is especially true during the implementation of a new HCM system. Most companies haven’t been living in a single solution environment prior to their new HCM system. You’ve not had to consider the ramifications to each department when everyone is sharing a single source for employee data. Often times a single department is charged with overseeing the implementation on behalf of your entire organization. What may work wonderfully for Human Resources, makes things more difficult for Accounting; and vice-a-versa.

The goal of the System Review is to really ensure that all the pieces are working together, and each department is getting the most out of their new HCM system.

It’s a holistic endeavor

While the issues may initially be identified in one area, there may be a greater impact to the whole system. The system review team examines how changes to one area of the system affect others. For example, if your Benefits Department has problems that may easily be fixed with updates to their existing module, those changes need to take into account how the output will affect other departments. Will it change the GL output required for the Accounting Department? Will it alter how Payroll Deductions are processed? These are the things we strive to not only answer for you but ensure that the knowledge has been passed to your team; paving the way for future changes or updates to be handled with the same process.

The goal of a system review

System reviews aren’t intended to be a troubleshooting session, rather a mix of education and solutions. All areas of the company need to understand how their interactions with the new HCM system affect others. Along with recommendations to streamline either process or configuration, we will work with your team to pass on the knowledge, so you can maintain the system going forward.

While Wise would love to be your go-to support system, we understand that may not be a sustainable solution for your organization. While we offer support, guidance, and assistance to implement changes, it is important that your team knows how to maintain and upgrade your new HCM system. SaaS based HCM systems typically go through 2 – 4 system updates each year with changes and improvements that may or may not affect the way your organization uses the system.

The education gained through the system review process will enable various teams to more easily adapt to the system changes.

The end of the system review

When the system review sessions have been completed, you will receive a full report outlining current processes, areas where improvements can be made to either configuration or process, and high-level impact and analysis for each area. Wise can offer you the support you need to implement any changes from the review. Whether that is guidance while you do the updates, letting our Implementation Consultants tackle the heavy lifting, or somewhere in between, we’ll be with you during the process.

Your report will also contain information estimating the effort required to complete the recommendations. These estimates are based on similar projects and comprise the total effort by both Wise and your internal resources.

Once a system review is completed the organization is now equipped with the education and best practices to address the system challenges they face. Ultimately, the goal is to create a system that works for all parties involved and makes everyone’s roles simpler.

System reviews save time and money

When your HCM system isn’t used efficiently by all members of your team, it can cost more than just money. The time spent working through issues and loss of employee morale due to frustration with the system can put a significant drain on an organization. After all the excitement following the decision to make the switch, it can be disheartening should it not live up to your expectations.

A system review educates your team members on the system and how they can best use it. If you’re interested in learning more about system reviews and how they can help your company, then explore our website.