HRIS implementation: which monitoring tools and how to manage risks?

Who says HRISimplementationThe implementation of a complex information system requires particular rigor and precautions. An HRIS project has to be seen in the long term. A large number of business and technical constraints must be taken into account, as well as the management of change induced by the implementation of new software. Four main tools will allow project managers to track products and manage associated risks.

The configuration workshop backlog

During the design phase, workshops will be held with the Human Resources team and users from other departments. At the same time, when the new tool goes into production, configuration workshops will be scheduled to present the functionalities, configuration methods and best practices.

For each phase, a backlog will be created, referencing each feature, option, request or description raised during the workshops. This information will constitute a sort of knowledge base, which will allow us to identify the most critical or risky functionalities in order to pay particular attention to them.

Implementation

The schedule, drawn up in advance of the HRIS project with the help of the specifications, enables us to quickly identify any risk of slippage in the implementation of the new tool.

If an agile project management methodology is used, tools such as the burndown chart will enable you to monitor the evolution of the amount of work remaining in relation to the estimated time. In this way, it will be possible to adjust the resources allocated to the project and the priorities in terms of features to be realized.

HRIS implementation: budget monitoring

The project manager is responsible for ensuring that the project stays within budget. Based on the schedule, the estimate of the complexity of the functionalities and their completion time, the project manager will integrate the material costs (editor’s licenses) and the costs of the human resources of the external consultants (according to the time allocated to the project in ADR – Average Daily Rate or in fixed price).

The schedule put in place, coupled with rigorous monitoring of progress and the amount of work remaining, will ensure that the projected budget is respected. If not, the tools will estimate the risk of exceedance and suggest methods to reduce it.

The risk matrix

The risk matrix is a tool for formalizing the risks present on a project and deriving preventive actions.

It is made up of several columns presenting the nature of each identified risk, a description, a severity level (generally on a scale from 1 to 4), the name of the person responsible and the preventive or corrective actions.

This matrix provides a quick and easy way of identifying risks, and immediately pinpoints the measures to be taken and the people responsible for carrying them out.