Human Resource Management Systems Chapter 9: HRMS Implementation

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Human Resource Management SystemsChapter 9 HRMS
Implementation

• Joseph Y-W. Deng
• ywdeng_at_mail.knu.edu.tw

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Chapter Outline

• Implementation planning
• Policy and procedure revisions
• Installation
• Modifications and interfaces
• Training
• Acceptance testing
• User support

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Introduction

• Implementation
• The process of bringing the HRMS from a design
  state to an operational state
• System introduction
• Ask others to accept temporary inconvenience,
  learn some new techniques, and shift
  responsibilities
• High stress

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HRMS implementation processes

• Implementation planning
• Policy and procedure development
• Project team training
• Installation
• Modification
• Interfaces
• Conversion
• User training
• Controlled testing
• Parallel testing

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Implementation Planning

• Avoid overdeveloped or incomplete
• Prioritizing
• The goal of HR vs. the primary target of IS
• Restrictions on staff and technical resources
• Implementation schedule
• Gantt chart (pp. 254, Fig. 9-2)
• Check point

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Implementation Planning (contd)

• Staffing for implementation
• P. 255, Fig. 9-3
• Establishing the HRSC
• Human resources systems center
• Supervise maintenance, user services, technical
  quality control, system development projects,
  vendor and consultant relations, ad hoc reporting

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Policy and Procedure Revisions

• Human resources policies and procedures
• Workflow and timing
• Bottlenecks
• Transaction flow
• Human resources rules
• Crediting, penalizing, organizing
• System rigidity

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Policy and Procedure Revisions (contd)

• Computer-related procedures and policies
• Data entry policies and procedures
• Timing considerations
• Data updates
• User access
• Security administration
• Data backup
• Disaster recovery planning

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Installation

• Hardware installation
• Site preparation
• Delivery
• Installation
• Software installation
• Operating system
• Application software
• Testing

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Modification and Interfaces

• Most human resources department must make at
  least some modifications to the system
• Some takes place during system design
• Most occurs after the system is installed

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Modifications

• Bring the system closer to user needs
• Custom systems
• Correcting design mistakes and unintentional
  errors
• Bug fix
• Packaged HRMS system
• 20 to 30 modification
• Control system configuration through
  configuration files

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Modifications (contd)

• Modification cycle
• Design
• Specification
• Coding
• Testing
• Documentation
• Implementation

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Modifications (contd)

• Avoid redoing the requirement definition
• Revising and loading tables content changes and
  format revisions
• Writing and revising documentation
• Control the modification activities

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Prototyping

• 4GL
• Visual Programming
• Prototyping cycle

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Interfaces with Other Systems

• Most common interfaces
• Personnel to payroll
• Payroll to general ledger
• Personnel (or payroll) to benefits
• Personnel (or payroll) to cost accounting

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Interfaces with Other Systems (contd)

• Interface specifications
• What data will users pass between the systems?
• In what directions will the data flow?
• How does each subsystem define the data?
• What is the format of the records and files
• On what media do the data reside?
• What labeling and naming conventions does each
  system have?
• What code values does each system have?

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Data Conversion

• Conversion plan
• Determine which data to carry forward and the
  sources of these data
• Clean the data in the current system before
  transferring them to the new HRMS
• Specify and write automated conversion programs
• Develop manual data input and collection
  procedures
• Review and test conversion results
• Run parallel production cycles for a limited time

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Training

• The best HRMS in the world will work only if
  users know how to make it work
• Training plan
• Identify specific kinds of users requiring
  training
• Estimate the number of users of each type
• List the specific information and skills each
  group needs to acquire
• Decide on training media for each type of user
• Identify trainers (internal or external)
• Schedule training sessions
• Plan development of training materials

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Training (contd)

• Training makes people learn faster
• Training saves money
• Ask to see training materials
• Not just experts but teachers
• Will they customize a course?
• Do they provide front-end analysis?
• How responsive are they?
• Look for experience, expertise, and
  commitment---not just size
• Choose a company for the long term
• Check references

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Training (contd)

• Different types of users require different types
  of training
• HRMS project team members and trainers through
• Technical support staff operational and program
  linkage
• Human resources managers and analysts system
  capability and data manipulation
• Senior managers system capability
• System users usage of functions

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Team Training

• Specific training of project team members
• Better understanding of the whole system

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User Training

• Training of users must begin before the system
  becomes operational
• Education on computing fundamentals and user
  responsibilities
• Training specific to the HRMS

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Trainers

• Trainers from the vendor
• On-site training
• Educate key human resources staff to become
  trainers
• Train the remaining users and HRSC staff

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Training Media

• Lectures
• Videotapes
• Slides
• Tutorials
• Hands-on experience
• CBT computer-based training
• All materials should include a date or version
  number

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Training Process

• Selecting the right time and place for training
• Presentations
• Hands-on work
• Forum for answering questions
• The most important part of any training program
  is not what trainers present but what trainees ask

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Evaluating Training

• Ask students to complete evaluation form
• Solicit evaluations from the supervisors of
  employees
• Revise and revise the training

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Acceptance Testing

• Controlled testing
• Entering user-developed data into the new system
• Generating output
• Comparing the output to predetermined results
• Parallel testing
• After conversion is complete
• Running parallel involves processing the same set
  of data in both the old and the new system
• Compare generated output

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User Support

• Knowing user skills
• Novices
• Practitioners
• Experts
• Trailblazers
• Informing users about the HRSC