IntroductionHR Information Systems The Department of Human Resources Information Systems (HRIS) strives in developing and leading information system plans that meet Human Resources automation, data, and information management requirements. In partnership with the University community, the primary focus of HRIS is on establishing innovative solutions to integrated systems, for the administration and deployment of strategic Human Resources information, programs, and services. The HRIS Departments responsibilities include:

Identification, planning, and implementation of HRIS changes and updates in order to meet the strategic needs of the Division of Human Resources Project implementation to simplify time-consuming transactions through the automation of administrative tasks and departmental workflows, and foster a paperless and more efficient working environment Production support activities such as technical data analysis, upgrade testing, and documentation of Human Resources processes To ensure timely and accurate delivery of all required interfaces and/or reporting to University internal departments, State and Federal government agencies To act as the liaison between IT/Consultant and functional end users to bridge the gap between technical and functional requirements of the Division of Human Resources and the information management systems in place Merge the different parts of human resources, including payroll, labor productivity, and benefit management into a less capital-intensive system

Some of the services provided by the HRIS Department include:

To provide information and statistical reports to internal and external customers Support, analyze, and maintain the HR web site and provide web technology solutions and services to improve the efficiency of Human Resources business processes, effectiveness of HR services and programs to customers To recommend and implement HRIS projects based on production issues and/or departmental IS needs

Methodology Successful implementation is the central goal of every HRIS project, and it begins with a comprehensive design for the system. Only by understanding the users/customers of the HRIS, the technical possibilities, the software solution parameters, and the systems implementation process can we increase the probability that the completed software installation will adequately meet the needs of the HRM function and the organization. After the technology is discussed, the systems implementation process will be presented. Those who have participated in a system implementation will tell you that success is the result of careful planning, a dedicated team, top-management support, and an awareness of potential pitfalls. These same people will also tell you that the implementation process provides a host of opportunities to reengineer and systematically improve nonsoftware processes to reflect best practices in HRM. These opportunities should not be ignored, as they can benefit the organization as much as implementing the software will. Finally, the implementation team members will tell you that it was the most intense 6 months, year, or 2 years of their work life but that they learned a lot and every moment of the experience was worth the time. There are four things that should be remembered throughout: 1. Who is the customer of the data, the process, and the decisions that will be made? 2. Everything about HRM is a process designed to support the achievement of strategic organizational goals. The HRIS in turn supports and helps manage these HR processes. 3. An HRIS implementation done poorly may result in an HRIS that fails to meet the needs of the organization or worse. 4. Successful implementation requires careful attention to every step in the system design

process. However, done well, the implementation process is full of opportunities to improve the organization and processes. More consistent processes will contribute to enhanced organizational performance.HUMAN RESOURCES INFORMATION SYSTEMS (HRIS) PROJECT IMPLEMENTATION PROCESS

HRIS project implementation is a seven-step process based on: Respect for busy timelines, resource constraints and competing priorities The HRIS team works with the organization to develop an implementation schedule. If required, the HRIS team visits the organization to assist in collecting, validating and configuring information. Building partnerships The HRIS project team works collaboratively and strives to build successful relationships with organizations. The implementation process requires input, data exchange and commitment from both parties. Flexibility to cater to specific organization requirements The HRIS project team is flexible and open to adjusting the implementation process to work with specific organizational requirements and/or situations. The HRIS project team and the organization drive the plan and activities.

Steps to a Successful HRIS Implementation:

Step 1 INTRODUCTION

Step 2 KICK OFF CALL

The process for collecting and agreeing on business information begins

and continues until the organizations

database is fully configured.

The HRIS project team and the organization hold a conference call to discuss the implementation, high-level requirements and any constraints or unique circumstances the organization faces.

Step

REQUIREMENTS GATHERING3

Step 4 TRAINI NG

A starter kit with the responses from the kick-off call is sent to the organization. The HRIS project team may visit the organization to minimize possible scheduling and resource challenges.

During the requirements-gathering phase, the organization attends core HR and Payroll training (see Training Info Sheet for more information).

Step

Step

5

DATABASE ACCESS and CONFIGURATION

6 TESTING

The organization is granted access to a database that the HRIS project team has configured with the organizations requirements. This database is eventually replaced with the organizations tailored database.

The

organizations database is thoroughly tested; a payroll run is simulated and formal user acceptance testing begins. During this phase, the organization performs one (or more) formal parallel run(s) to validate its business requirements and calculations.

Step 7

GO LIVE After satisfactory completion of the parallel run, the

organization confirms the go live date. This effectively defines the successful pay-run of the organization.

Post Go Live Support:Full post-production support is available for all organizations after they go live. What Participants

Say

Patient, wonderful teamthoroughefforts appreciated...looking forward to working with the team. Minto Counselling Centre Support is incredible. I have never been involved with any kind of software where the support and commitment at year-end is what it is. They are very committed and concerned that your problems are resolved." Lambton Elderly Outreach Inc.