Implementing HRIS systems can be a daunting process for any organisation. However, with the right guidance and support from your HRIS supplier, it can be a straightforward task. This checklist offers a brief insight into the steps you can expect during your implementation with Ciphr. For more in-depth information regarding Ciphr’s implementation process and support, take a look at this video: choosing and implementing a new HR system – what’s involved?
1. Pre-kick-off welcome meeting
Ciphr’s first stage of an HR system implementation is an informal welcome meeting introducing everyone involved in the project, including a dedicated project manager and an HRIS implementation consultant, and potentially domain specialists depending on the scope of your project.
Tasks:
- Assign your internal project team
- Collate any questions you have about the implementation process
- Official kick-off
The second stage of implementing HRIS software is the official kick-off, led by your Ciphr project manager. This includes a formal scope of the project based on your specific HRIS requirements and agreeing the best approach to get your new software up and running.
Tasks:
- Work with stakeholders to agree your priorities
- Map your available resources
- Identify experts and secure their commitment
- Setting up your customer hub
The third stage of HRIS implementation involves creating a customer hub; a centralised record of everything that’s important for implementation. This includes documents like your project plan, project status reports, Risk Action Issue Decision (RAID) logs, and consultancy reports.
Task:
- Complete Ciphr System Foundations training, through the Ciphr Academy
- System specification and collating data
Step four in the HRIS system implementation plan involves outlining exactly what your new HRIS software needs to look like, including how many users will be using the system, who your super users will be, and what integrations you need. This stage is about building a comprehensive map of how your current HR setup works, and mapping those requirements onto your new system.
Tasks:
- Complete Ciphr Building Your System training
- Collate your people data
- Approve specification documentation
- Importing data and implementing base configuration
Your new HRIS system really starts to take shape in stage five. Ciphr will configure your system to the blueprint we outlined and then import your data. During this stage, the project team will focus on your base configuration so your HR team can start using the system to administer your HR data. This phased approach allows you to start seeing the benefits of your new HRIS software as fast as possible, and future stages of implementation can happen concurrently.
For most organisations, it takes approximately eight to 10 weeks to reach this point.
Tasks:
- Your HR team should complete future systems training
- Track any issues
- Additional configuration
This stage is different for every organisation because it depends on the HRIS software package you’ve bought and your implementation priorities. Typically, the configuration stage includes a roll-out of employee and manager self-service, then the HR analytics module. Payroll and payslips usually follow, then other functionality in the priority order we established during the kick-off.
Tasks:
- Work closely with relevant subject matter experts
- Continue learning through the Ciphr Academy
- Establish a communication plan
- Consider pilot testing with small employee groups
- Approval
During the approval stage, your project manager will start planning your transition towards business as usual. The approval stage typically involves some adjustment as we address any issues or questions that have come up during roll out. When you’re totally happy and confident, we’ll hand over your new HRIS software.
Task:
- Gather consensus from as many stakeholders as possible
- Handover to business-as-usual
This is where you officially transition to business as usual, with a project closure meeting to round up the project and wish you good luck. You’ll be passed over to Ciphr’s customer care team, and your customer success account manager, too.
Task:
- Choose a quiet day to launch the system
- Ongoing account management and aftercare
This final stage isn’t the final stage so much as the first stage of hopefully many successful years using your new HRIS software. Your dedicated customer success manager and the customer care team will be on-hand to continue helping you get the most from your Ciphr HRIS platform.
Task:
- Monitor activity level
- Celebrate your success
