Successful HRIS Transitions: The Value of Third-Party Implementation Support

Learn about the pivotal role of third-party support in streamlining Human Resource Information System (HRIS) transitions, enhancing efficiency, and maximizing ROI. Lean on OutSail implementation partners to navigate a successful HRIS implementation.

Brett Ungashick
OutSail HRIS Advisor
May 6, 2024
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The implementation of a Human Resource Information System (HRIS) signifies a significant transformation for any organization. This process involves meticulous planning, precise execution, and subsequent management of the newly installed system. The critical nature of HRIS stems from its capacity to streamline human resource operations, facilitate data-driven decision-making, and enhance overall HR service delivery. Consequently, the implementation phase holds substantial weight, as it is during this time that foundations are laid for long-term success.

Third-party client-side implementation support emerges as a vital component in this equation. These specialized service providers offer external expertise to guide companies through the complex terrain of HR technology transition. Their involvement can range from project management assistance to providing technical know-how and change management strategies, ensuring that the organization’s HRIS adoption is well-supported and aligned with business objectives.

Engaging with a third-party provider allows companies to leverage external proficiency and experiences, which prove crucial in navigating common pitfalls and challenges associated with HRIS transitions. This collaboration not only accelerates the transition process but also aids in optimizing the functionality and ROI of the HRIS, ultimately contributing to a more agile and efficient human resources department.

The Case for Hiring Third-Party Implementation Support

When organizations embark on the journey of implementing a new Human Resource Information System (HRIS), choosing to enlist third-party support can make a substantial difference in both the process and the outcome. This support comes with a wealth of benefits, ensuring a smoother transition and higher operational efficiency post-implementation.

Higher Satisfaction Scores

Data from OutSail HR services indicates that clients who secure third-party support during HRIS deployment tend to report higher satisfaction scores post-implementation. The expertise provided by these firms contributes significantly to the tailored fit and functionality of the HRIS to meet the unique needs of the organization.

Critical Role in Project Success

Third-party support plays a critical role in project success. The implementation phase is crucial as it lays the groundwork for future HR processes. Third-party vendors ensure that this foundation is robust, offering a platform for efficient and error-free operations.

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Expertise and Experience

These vendors bring a level of expertise and experience to the table that is typically unparalleled by in-house teams. They excel in complex tasks such as data cleansing and process mapping, which are essential for accurate data migration and the establishment of streamlined HR workflows.

Navigating System Complexities

The intricacies of an HRIS can often be bewildering. Experienced vendors have the insight to navigate system complexities and anticipate challenges that may not be immediately obvious. Their proactive approach can resolve issues before they escalate, saving time and resources.

Choosing to integrate third-party support in an HRIS implementation can be a pivotal decision for organizations looking to enhance their HR operations with minimal disruption. The collaboration with firms that specialize in these transitions can lead to a more successful integration, characterized by efficient processes and high user satisfaction.

Potential Drawbacks and Considerations

When transitioning to a new Human Resource Information System (HRIS), organizations must be prepared to navigate through potential drawbacks that can impact the success of the implementation. While the support of third-party vendors can bring valuable expertise and structure to the process, there are several considerations that businesses should account for to ensure a smooth and cost-effective transition.

Additional Costs

Implementing a new HRIS often involves additional costs that extend beyond the purchase price of the system. Expenses can include consultation fees, data migration, system customization, and user training. Typical cost ranges vary, with small to mid-sized companies encountering expenses from several thousand to hundreds of thousands of dollars. A typical HRIS implementation firm might charge between $150-225 / hour for the services they provide.

Although these costs may seem daunting, they should be weighed against the long-term benefits of a well-integrated HRIS, such as increased efficiency and improved data management.

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Simplicity of Some Systems

It should be acknowledged that not every HRIS requires extensive third-party support. Simpler systems designed for smaller organizations may offer intuitive interfaces that in-house staff can manage without significant additional help. Organizations should assess their internal capabilities and complexity of the new system. If the HRIS offers straightforward functionalities and the internal team is capable, third-party support might be an unnecessary expenditure.

Finding the Right Partner

One critical challenge during an HRIS transition is selecting a competent implementation partner. The right partner can make a significant difference in the implementation process by providing expertise tailored to the specific needs of the business. OutSail offers services to assist businesses in evaluating and choosing implementation partners with the right experience and approach. A well-chosen vendor can help in navigating the complexities of HRIS systems, ensuring that the selected system aligns with the strategic goals of the organization.

How to Decide If You Need Third-Party Support

When transitioning to a new Human Resources Information System (HRIS), it is essential to evaluate whether third-party support is needed. This decision hinges on the intersection between the organization's internal capabilities, the intricacies of the HRIS itself, and the financial implications of implementation.

Assessing Your Internal Capabilities

To determine if third-party support is necessary, organizations should first take stock of their internal resources. Internal Capabilities Checklist:

  • Identify HR personnel with project management experience.
  • Assess IT department's familiarity with HRIS integrations.
  • Evaluate the bandwidth of staff to manage the implementation process.
  • Confirm the technical proficiency levels required for the HRIS setup.
  • Determine if in-house training resources are adequate.

If gaps exist in this framework that outweigh the organizational ability to bridge them effectively, third-party support may be warranted.

Analyzing HRIS Complexity

Analyzing the complexity of the chosen HRIS system is next. An HRIS may range from straightforward to highly complex, encompassing various integrations and functions. Guidelines for Complexity Analysis:

  1. List all required HRIS functionalities and modules (e.g., payroll, performance management).
  2. Note any necessary integrations (e.g., with HR tools or accounting systems).
  3. Check for compliance needs specific to the sector.

When these elements reveal a sophisticated system that surpasses in-house expertise, seeking third-party support could mitigate risks.

Cost-Benefit Analysis

A thorough cost-benefit analysis aids in understanding the economic feasibility of third-party support. Organizations should calculate not just the immediate expenses but also potential long-term savings and efficiencies.

  • Immediate Costs: Include third-party service fees, and additional training costs.
  • Long-term Benefits: Consider improvements in productivity, accuracy, compliance adherence, and employee satisfaction.

By quantifying these factors, businesses can make an informed decision that balances immediate financial output against the HRIS's value over time.

Conclusion

HRIS implementation is a pivotal venture for any organization looking to optimize its human resource management. Throughout the deployment phase, companies may face a multitude of challenges, from aligning new software with existing processes to ensuring user adoption. Third-party support can be indispensable in navigating this complex terrain, providing expertise that internal teams may lack.

Experts contribute to a more seamless integration, diminishing disruptions to workflows. They assess current HR procedures, identify roadblocks, and tailor the implementation plan to align with organizational goals. Their experience in handling various HRIS platforms translates into avoiding common pitfalls that can delay or complicate system rollouts.

Organizations are encouraged to seek assistance from reliable service providers such as OutSail, which specializes in matching companies with the optimal vendor for their needs. These providers offer strategic advice to secure a successful HRIS transition, facilitating ongoing system improvements and fostering long-term organizational growth.

By leveraging third-party services, companies gain a strategic partner throughout the implementation process. This collaboration helps in maximizing the benefits of the new HRIS and ultimately, contributing to the overall success of the business.

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Meet the Author

Brett Ungashick
OutSail HRIS Advisor
Brett Ungashick, the friendly face behind OutSail, started his career at LinkedIn, selling HR software. This experience sparked an idea, leading him to create OutSail in 2018. Based in Denver, OutSail simplifies the HR software selection process, and Brett's hands-on approach has already helped over 1,000 companies, including SalesLoft, Hudl and DoorDash. He's a go-to guy for all things HR Tech, supporting companies in every industry and across 20+ countries. When he's not demystifying HR tech, you'll find Brett enjoying a round of golf or skiing down Colorado's slopes, always happy to chat about work or play.

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