As our workforce is shifting with the digital age, HR practitioners need technology that can help them work through the emerging trend: shifting from managing people to people-centric. With the lifespan of an HRIS system being only 7-10 years (SHRM, 2016), sooner or later, your team is likely going to be looking at converting to a more robust system that can help you elevate the employee experience, improve compliance, generate efficiencies and streamline HR operations.

But where to start?

First, it’s important to note the timeframe that an HRIS conversion can take. Conversion could take anywhere from six weeks to six months (or even longer) depending on various factors, including:

• The needs your organization has
• The level of support you have from the vendor
• The complexity of the software
• The size and complexity of your organization

The process may even be shorter than 6 weeks if you have a fairly small business, with not much data, and a simple HRIS (Appvizer, 2022).

Once you’ve established the need for conversion and the time commitment, the conversion process can be broken down into 6 steps: 

1. Prepare and Plan
   • Set up a team to create a timeline and manage the conversion process. Our recommended dream team: at least one HR professional and representatives from other departments that may use the software (say, the Accounting team). 
   • Identify your software needs. Some questions to ask: What features does the software need to have? Do you need time tracking or learning management? What bells and whistles  would save you time and frustration?
   • Prepare your budget. This will help to guide your software choices.
2. Research and Trials
   • Do research to select an HRIS option that aligns with your needs
   • Create a short list of top options that fit in your requirements and budget
   • Participate in demos and make sure you tell THEM what you want to see. 
   • Trial and test those shortlist options
3. Installation and Data Transfer
   • Create an implementation plan. Get clear with the vendor on who is doing what, what resources will be needed, how much time you have, etc. 
   • Insist on regular implementation meetings and get them scheduled. 
   • Implement the new HRIS with the vendor and your dream team. 
   • Make sure you gather alllllll the data – spreadsheets, paper, software, sticky notes (gosh, we hope not).
4. Testing and Training
   • Test, test, test. Make sure no essential data is missing and that the functionalities are working. 
   • Train any other team members that don’t know the software, including specific training for your people leaders.
5. Going live and using the system
   • Let employees know that there is an upcoming software change. Let them know about the benefits of the new HRIS and how it will positively change business processes and their access to information.
   • Onboard others to the new HRIS by training employees. Include meetings, training materials, quick reference guides, open office hours and reminders. 
6. Follow-up, Feedback and Support
   • Focus on the long-term maintenance of the software. Are there any issues that come up? Modifications needed? Track any open cases so you can monitor progress being made from the vendor.
   • Continue to train and receive feedback. Make sure you offer plenty of support to those that may be struggling with the change. And be sure to solicit feedback from users! 

If it sounds like converting to a new HRIS system is a heavy lift, you’re not wrong. Many organizations prefer to have an independent third party with years of experience leading the vetting and implementation of HR software. We know which solutions may fit your needs and how to guide the team through selection, startup, training and more. Cooper People Group is ready to partner with you through your HRIS conversion.