Introduction

With the right preparation before the project, a dedicated project team during the project, and, of course, a committed HR-system supplier that helps you grow with the system after the project, I’m sure you will be a the HR frontrunner you with to be.

We draw from experience from over 700 implementations to date and the first message we want to send you – remember to have fun!

Your implemenation prep list

Your perfect preparation is of course dependent on your organisation’s needs and requirements but make sure to have a look at the following steps in your preparation.

Step 1: Identify a clear need
√  Specify and map up your current HR processes
√  Identify your future HR processes
√  Identify the changed needed in current situation

Step 2: Put together your project group
√  Pick a devoted project manager
√  Include different roles in the project: manager, employee, regular user, HR, management
√  Decide on mandates and decision takers
√  Put together a reference group
√  Sketch out your change management plan for the employees

Step 3: Coordinate with your other vendors
√  Map all your other systems that will communicate with the new HR system: payroll, LMS, travel, expenses, ERP, etc.
√  Identify your potential integrations
√  Contact each vendor for coordination and collecting information
√  Identify and tackle the possible barriers that block smooth communication
√  Be as meticulous as you can be when it comes to keeping each other in the loop
√  Ensure that all of your goals are well-aligned

Heads up when picking a project manager

As laid down previously, every organisation needs someone who will take ownership of the project. This person will act as advocate, evangelist, coordinator, manager and the first point of contact for the project team at your organisation.

The project manager needs an overview of all the ongoing activity within the project. Your project manager will need:

  • The time and the skills to run an important project.
  • To be available for the duration of the project.
  • Sufficient resources for the project and the ability to secure them in case they aren’t available.
  • To be responsible that the organisation follows the schedule given and ensures the vendor is informed about the organisational deadlines.
  • To revise a plan for the organisation to follow in order to complete everything on the agreed timeline.
  • The authority, ability and willingness to make decisions in good time.

“There were three things in particular that really contributed to the success of this project. We involved IT early and we worked closely with them throughout the project. We also set a realistic schedule and had realistic expectations for the results.”

Pirjo Unnerstad, Head of HR at Ikano Bostad
Winner of the Swedish 2019 HR Solution Implementation Project

Heads up when forming your team

An implementation project with a great team behind it will motor along in a way that one with a dysfunctional team won’t. Your project team shouldn’t be too big or it becomes unwieldy, however it should include representatives from all those departments with a stake in the project and encompass all the skills needed to deliver it. When putting together a team, consider the following:

  • Hand out responsibility and give assignments to team members with the appropriate skills.
  • The key decision-makers/stakeholder representatives should take part and prioritise relevant workshops.
  • Dedicate resources for each area/content grouping.
  • Overall responsibility should rest with one person who can identify and delegate tasks and who has overall control of the project.
  • There needs to be a high degree of trust within the team. Everyone should be able to communicate in an uninhibited and open manner with colleagues and the vendor team.
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3. Björn's book recommendation

Digitization has been an HR focus area for several years now. Whether you are starting your digital journey, or are already well on your way with it, this book provides you with concrete and useful tips along the way. The authors have a modern approach to organisations and have presented their message in an easily understandable way. The book can be read from cover to cover, but is also valuable as a reference book on how to procure an HR system.

More information

Want to learn more about Sympa HR?

Are you feeling unsure about your company's needs? Don't hesitate to contact us, we'd love to help you in finding the right match for your company!

Our HR system is trusted by 700+ organisations in over 100 countries

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