You ve chosen a Human Capital Management software vendor, now what? Here are 8 tips for a stellar software implementation

Transcription

1 You ve chosen a Human Capital Management software vendor, now what? Here are 8 tips for a stellar software implementation

2 Intro The words software implementation can evoke a range of emotions from excitement about a new product to a feeling of dread, maybe due to a past implementation experience gone bad. You may fear a failed implementation, false expectations, unmet deadlines, adapting to a new technology and no support after you go live. Our ebook will give you more confidence as you begin a successful implementation. It will help you meet (or exceed) important milestones and it all starts with knowing what you re getting from the start. 2

3 1. Know What You re Getting In other words, do your homework so you can be fully knowledgeable about your new HR software. Communicate early and often with your vendor. Present a wish list to your vendor so the new solution can be properly customized to your organization. Don t forget to include everything you need in the software. Many times clients make assumptions that I m sure every system has X, only to find out that their new system does not. 3

4 2. Assemble The Right Team The software vendor will have a dedicated team in place, but your team will need to make timely and effective decisions on behalf of your organization. Choose a project leader who can keep the project and team members engaged and focused on their tasks and timelines. 4

5 3. Choose a Go-Live Date Be smart when choosing your go live date. Take into consideration: Holidays Open Enrollment season Vacations Training time Special payroll events Annual increases, etc. Many Human Capital Management packages offer a range of features like Recruiting, Onboarding and Performance Management. Trying to implement all of these at the same time to have a common go live date may constrain resources to a point where it negatively affects the implementation, or cause missed deadlines. 5

6 4. Establish Clear and Achievable Deadlines and Deliverables Establish achievable deadlines with your vendor and project team members. Keep the project on schedule as missed deadlines/milestones and scope creep have the potential of delaying the project go live date, resulting in management & department frustrations. 6

7 5. Set Up Regularly Scheduled Meetings With Your Team and Vendor It s important to regroup with your team often to discuss what has been accomplished and what is coming next. When meeting with your vendor, it is a good idea to come prepared with any questions or issues that need to be addressed as the new software is being implemented. 7

8 6. Data Conversion & Data Clean Up Conversions are the perfect time to make needed changes to your system codes and descriptions such as: deduction codes, earnings codes and benefit codes. for clarity as well as consistency purposes. Cleary communicate your defined terminology for system codes with your team and software vendor. 8

9 7. System Education & Training Ensure that all key personnel, the Super Users or those who will train other users, attend the vendor training: Be attentive and participate during the vendor training and do not allow s, phone calls and texting to take place except for during breaks. Disruptions like this will have an adverse effect on the entire training. Following the formal training, get access to a test system environment and practice what was learned, i.e. run a payroll and run & view reports. 9

10 8. Get Ready for Go-Live Work closely with your vendor to ensure that your new Payroll and Human Resource Information System has been tested, verified and ready to go live. Make sure your vendor is assisting your project team with the first couple of payroll runs and don t expect to handle this by yourself. Payroll processing deadlines in particular must not be delayed or missed. 10

11 ECI s Implementation is Different ECI s Implementation Management process is partly what makes us unique, and is a value-added step into your relationship with us. Each aspect of our Implementation will make you rethink what you expect from a Payroll/HR provider. We are not simply converting data; we are with you every step of the way and beyond go-live. 11

12 Implementation of Empower Means An organized implementation timeline Assigned & dedicated implementation representatives Initiative, hard work and accountability Deadlines that are met Shared deliverables & requirements with our sales team Weekly product updates Project-managed implementation Client-specific training Parallel processing includes testing before go-live to ensure a clean transition Formal rollout 12

13 Let s Chat It s easy to get started with a personal demo of Empower HCM by ing info@ecipay.com or calling You can also view our online product tour. We think you ll like what you see in our All-in-One Human Capital Management platform. MMXV Electronic Commerce, Inc. ECI ebook - Implementation Tips r5.indd 0715ZN 13