How to Implement HRMS Successfully: The Complete Checklist

How to Implement HRMS Successfully: The Complete Checklist
  1. HRIS implementation strategy
  2. HRIS implementation plan
  3. HRSIS implementation process step by step
  4. Stage 1 - Diagnosis
  5. Stage 2 - Analysis
  6. Stage 3 - Implementation
  7. Stage 4 - Configuration, Review, and Testing Phase

The HRIS platform improves many company processes - from onboarding, through training management and employee development, to strategic direction of the organization's effectiveness. Implementing an IT solution in the HR department does not have to be complicated. It is enough to plan a few simple steps, thanks to which the implementation of the HR system will be quick and efficient. Implementing an HRIS system is always a project. To be successful, you need to answer a few key questions and plan individual stages to avoid generating unnecessary costs and possible problems. Below, we discuss the most critical elements of the HRIS platform implementation project, the planning of which will allow you to implement the IT tool in your HR department seamlessly.

HRIS implementation strategy

HR software implementation has become an essential issue for HR professionals in progressive organizations. Modern HR software solutions use for rewards, talent management, time recording, and available personnel data recording. A good reason to take up the challenge and start implementing!

What influence does HR software have on corporate culture?

Of course, HRIS software has a significant impact on the corporate culture. With a careful and well-thought-out implementation, new HR software will underline a modern, digital and efficient way of working in the company and positively influence the culture. As an ambassador, HR is responsible for this change, and the anticipation of the improvements can and should share in advance. You can usually work on a test version at information events and training courses and obtain valuable input from employees and managers.

According to the statistics (HR daily advisor)

HRIS implementation plan

HR software implementation sounds like a very technical project to many. What do HR professionals expect when implementing a new HR system? The technical aspect is not as important as it appears at first glance.

It is necessary to establish the purpose for which you are implementing the system. Thanks to it, you will verify whether the HR platform in your company. Perhaps it is enough to improve some processes in the HR department’s company, without modern technologies.


It is essential to know the skills and knowledge of employees to use them for critical plans. On the other hand, the HR department wants to improve the processes with which it deals every day. Here are some tips for creating a vision:

  • Determine which event starts the process and which ends it.

  • Describe who performs specific tasks and what the effect of each work is.

  • Check the process by going backward.

  • Enter the activities to be included in the system.

  • Identify stakeholders and other systems that will be affected by the platform.

  • Analyze all collected data from the process.

Responsible person

Then determine the person who will take care of the correct, timely, and efficient implementation of the IT solution in the HR department.

Each good project is based on the principles of hierarchy and division of tasks. The key person is supervising; the project is HR. In each such project, he should take responsibility for all the processes taking place. It does not have to be a full-time person, but should have time and the ability to coordinate tasks.


If you need to change your schedule, you can make decisions that won't stop you from reaching your goal.

As in every project, there must be a realistic implementation plan in the implementation of the HRM system. It should include work with an IT solution provider (HR system) and tests and communication of changes in the company (to employees). An appropriate implementation schedule eliminates the risk of inaccuracies, chaos, and, worse, ignorance among employees. All units must be informed and gradually introduced into the system.

The HRIS platform improves many company processes - from onboarding, training management, and employee development, to the strategic direction of the organization's effectiveness.;People think that implementing HR software is a very technical process but it's not so difficult.;Implementing the HRIS should have a goal and a plan.;HRIS implementation takes 4-6 weeks.;Finding the right HR provider for your project is crucial.;

HRSIS implementation process step by step

HR software automates the work processes of an HR department, networks company areas, and increases employee satisfaction. As an island or module system, HR software composes applicants', personnel, and education management functions.

The HR department (mission and tasks) can play a fundamental role as a "business partner" when using new IT solutions. The human factor and their skills are the key to the successful integration of new IT systems. So, we want to present you the following stages of HRIS system implementation.

Stage 1 - Diagnosis

Don't settle for a live demo or webinar. The software providers mostly only present their most innovative or incredibly user-friendly functions and program areas at such events. Tasks that are important for your company are not presented here in detail.

Taking a test phase before signing a contract is, therefore, essential. As part of the test, HR employees should pay attention to the availability of functions. The reporting and analysis functions also deserve more attention. With many HR software, they can still be expanded and do not optimally cover every company’s needs.

Stage 2 - Analysis

With the decision for HR software and its successful installation, the fair is not yet over. The range of functions and options of the software and its internal processes and requirements are continually changing. It is, therefore, important to always keep an eye on whether you are making full use of the possibilities of your HR software and whether the software is, on the other hand, still able to map your processes optimally. If it no longer fits on one side, it is worth re-exploring the market at regular intervals. Make the provider as uncomplicated as possible. It is advisable to ensure that the contract is as flexible and short as possible before deciding on an HR software provider.

Stage 3 - Implementation

Good communication is the foundation of the effective operation of any large company. Communication is information, and information is one of the best currencies. During the HRM system implementation, the company’s staff can implement: employees, department managers, HR Business Partners, and the management board. The information must arrive promptly and promptly. The introduction of the HR platform is a critical change in the company; therefore, employees’ proper preparation is a priority. The decision has been made your company is getting HR software. Congratulations!

What now? Seven essential phases of implementing HR software:

Week 1: planning

  • Communicate expectations.

We mean what your company expects from an HRIS system: how much care, what kind of communication, additional advice, whom to involve? Fix regular appointments so that you can address questions to HRIS support or help the manager.

  • Technical contact.

Engage colleagues as early as you can, because on the one hand, they have specialist knowledge, and on the other hand, they are often critical of new tools. Project progress sharing is, therefore, essential.

  • Data acquisition.

Where and in what form is your data currently available? In Excel, in paper form, or another tool? This information you need because that affects how fast the migration takes place.

Week 2: data check

  • Data migration.

Here you work closely with your IT department and HRIS system. The company agrees on the format in which the data transmitted. It determines in advance which time is best and whether everything should happen at once or in installments.

  • Set up.

Although the configuration is iterative, access rights, editing rights outline the integration of subsidiaries. That makes them easier actual setup that only happens at the end of the process.

Week 3: Rollout

  • Communication.

Only if the colleagues know when and why your company starts to use the new tool can you count on their support. Think about who should know first about it and whom later.

  • Roll-out.

That should be done top-down—the first managers or team leads, then the other employees. Identify a contact person in each department that you can chat about implementing. This person is then the first point of contact at Rollout.

  • Q&A.

Selected questions are sure to come up repeatedly. Besides, employees at other locations do not have any on-site.

  • Responder.

Therefore, summarize essential questions in a document and offer this centrally - preferably online.

Week 4-6: activation

  • Training.

Think about whether it is necessary to be specific to your staff to train. Of course, that also depends on which solution you are using single-use.

  • Configuration.

When all rights stand and all individual requirements have clarified, we finally configure the software. Then the activation takes place, and you can start.

After week 4: evaluation

  • Evaluation.

Did you achieve your goals? How is it with them? Milestones - are there any outstanding ones? How were you on time? And very important: why? Review the process of introduction and ask yourself critically what went well and what can run better.

Stage 4 - Configuration, Review, and Testing Phase

The tests should be well planned and consistent with the company’s goals with the HR platform. They make it possible to avoid changes during use - it is essential not to waste time making changes. They also show whether the system looks as planned, whether it meets the expectations, requirements and achieves the set goal. Tests allow you to catch any irregularities and fix them before the HR platform is made available to all users.

Final Thoughts

As you can see, the implementation of the system is not difficult at all. It is enough to approach the task as a project and adequately prepare for it. It is also essential to find an IT solution provider that will be a partner supporting the implementation of change in the organization. BrainyHR software can help you with the implementation process. The introduction of new HR software is always subject to individual priorities. According to company size, HR software solution, objectives, etc. Planning steps vary. It is just a rough sample for information represent.

Generally speaking, this article is not a complete plan. Every company will individually advice by Brainy HR managers so that a suitable HRIS processes and project plan results.

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