The implementation process
Every implementation consists of the following stages:
– Initial analysis
– Data migration
– Validation of the migration process
– Go Live
is a crucial stage in which implementation plan is prepared. In Poland HR is a very strictly regulated domain (in terms of law and regulations) which introduces a need for thorough planning. In all the processes we go through with our customers we emphasize the need of preparing adetailed plan of all the parts of the final HR system (meaning, amongst others, algorithms which calculate payroll components, detailed contents of required reports, security mechanisms to prevent employees working under time pressure from making any damage to data and all the other processess and details which are company specific and not regulated by law).The initial analisis although long and wearisome is the fundament on which mutual understanding about the customers needs and our solutions is built.
is a stage which should be run by the technical personnel but it is also one that could be made easier by the end users. Before approaching data migration it is advised to spend some time analyzing the migration documents provided by systems supplier and cross-reference it with data schemes from currently used solution.
This will effect in us getting following knowledge:
– which data is missing and which is represented in incompatible way;
– what has missing data on final system and how much work is needed to convert data from a custom format to one that allows smooth data import;
– how greatly the systems differ from one another;
– what workarounds could be applied in case of missing or misrepresented data;
The data migration process could be compared to a translation. Not only does it need to reflect the content but also the emotions. To that effect it needs to be done carefully and within sufficient time-window.
Validation of the migration process
is not less important than the other stages. Usually the HR application after finished implementation will be the only source of information regarding past events regarding employees. Taking into account the law regulated obligation to keep employees data it is important to take care about verification of migrated data. This is usually done by the end users who compare data and calculations between the systems. This data is not only going to be a source of archival knowledge; they will mainly serve a basis for current salary calculation.Clean spring is a crystal clear, healthy water and healthy people. Correct data is a correctly calculated salary list, precise reports, decrees and many others. It is a good practice to finish the validation stage with an official protocol summarizing the process (it could hold information about some data which could not be transferred, information about workarounds applied in order to make system work with old data, etc.)
are the stage in which the personnel familiarizes itself with the new solution. It is worth making sure that trainings are not only theoretical lectures but also hands-on workshops with real study cases which allow users to feel more confident using the new system. From our experience summing the trainings up with a short test makes people more invested in the training process, makes them ask more questions and be more demanding form the trainer.After training stage we give out a questionnaire which helps us to make us better every time we train you.
are the sum-up of all the work that has been done until this point. They are affected by each and every previous stage. The test stage will show us how far along are we in the implementation process and what more is needed for a complete success. During the tests we verify if our plan worked out, if our algorithms work as desired, if configuration is correct, etc.
is a beautiful but difficult moment in the lives of both customers and implementation providers. This is the moment in which all the previously done work comes together and allows us to start working using the new solution. It is worth noting that every change (even one for the better) is a difficult moment for the users. It is relatively common for the first days using new solution to be less efficient and more nervous event though the every day job has become easier. Awareness of this process and good attitude will make you go through it as smoothly as possible.