System implementation

Introduction
 Human resource information systems
implementation refers to the process that
turns a product from an abstract theory
into a daily reality at your company
(Meade, 2003).

 a process of bringing the human

resource information system from a
design state to an operational state
(Ceriello & Freeman, 1991).
Steps in the Implementation Process

Implementation Policy & procedure

planning revisions

User training System testing

 Implementation planning
1. Prioritizing – what to do first? Need to
negotiate with the IT people to give priority on
the HR system
2. Implementation schedule – should develop,
monitor & maintain an implementation
schedule in order to control the costs &
resources effectiveness
3. Staff for implementation
4. Establishment of the HRSC (human resource
system center)
Hr policies and procedures
 Work flow and timing - Identifying the manual processes and timing
considerations such as deadlines for entering data and for generating
reports.
 Transaction flow - Addressing the transaction flow between initial
receipt and final output such as the authorization signatures and
report routing.
 Human resource rules - Sometimes, implementation of new HRIS
may cause human resource department to revise procedures used in
managing employees. Other times, they use the existing human
resource rules.
 System rigidity - Reconciling the manual and automated systems to
increase the flexibility of new HRIS.
 Computer-related procedures and policies

 Data entry policies and procedures - who enter the data? HRSC staffs or
users? Online?
 Timing considerations - by what date must staff complete all data entry?
What is the pay cycle?
 Data updates - users can update the data at any time or certain times? Who
will update the data?
 User access - what type of access will they have? (read only?) What is the
procedure for requesting and changing the password?
 Security administration - what constitutes a breach of security? What
measures to take to minimize each risk?
 Data backup - How to backup data? Every day? Every week? Every month?
 Disaster recovery planning - What happen if a computer system experience
significant loss through natural disaster (earth quake) or sabotage? What are
the alternate power sources and back up equipments?
 User Training (cont.)

Issues in training
Training Plan:
- Trainees and trainers
- Training session
- Training materials
-Training media
- Training evaluation
 User training
 According to Kavanagh and Thite (2009), one of the factors that
contribute to IT implementation failure is related to

1. Inadequate or poor quality training

2. Poor timing of training – either too early or too late
3. People are not enabled or encouraged to build new skills and lack of
ongoing training
Continue…
 Ongoing, effective training is essential particularly when new
technology and work processes are involved

 While some training early in the process is recommended, full training

should not be offered until just before the system will be used
 System testing
• It uses sample data not the actual data
• First phase- to ensure the reliability of HRIS
(achieve the same end result each time), to validate
Controlled the modules (process transactions accurately), to test
the entire HRIS to ensure that all the components
(hardware and software) work together.
testing • Second phase- to identify and to validate that the
system traps errors.

• This test uses the actual data base and compares

results with those produced by the old system.
• must ensure that the two systems (old system and
Parallel new system) process the same set of data and use the
same sets of input and output parameters.

testing
 System testing
 When new systems are introduced, running the old system in parallel for
a period of time allows you to test the capabilities of the new systems
and compare the results achieved by each system
 The downside – there will be duplicate work performed during this
phase