HRIS specifications: how to write it?

The HRIS specification is one of the essential steps in the implementation of a Human Resources information system. Several elements must be included. This document must leave nothing to chance in order to ensure the success of your HRIS project, whether in terms of requirements, analysis of existing systems, desired improvements, budgetary and technical constraints, or business objectives.

Why is the implementation of an HRIS specification essential?

A specification is, by definition, an element that will enable you to define your needs. It will also help you to see more clearly throughout your project. It is also important to define in advance the financial resources allocated to the deployment of the HR information system. Obviously, in order to define these real needs, it is necessary to conduct an analysis of the existing situation. This means drawing up specifications based on internal documentation: job descriptions, dashboards, process descriptions…

Before setting up an HRIS system, specifications are used to formalize the company’s financial, technical and functional requirements. It also highlights the challenges of Human Resources processes and their functional perimeters: payroll management, time management or administrative management.

Why plan the steps and define the budget in the specifications?

Respecting the schedule is essential for the implementation of the HRIS project. It’s important to anticipate the various stages in the design of the specifications: from consultation to system stabilization, including the implementation and delivery phases. Knowing that the acceptance stages and the transfer of HR data are sensitive points that must be monitored with vigilance.

The second important point is to define the budget in the specifications. The installation of an HRIS requires a certain cost, which varies according to the modules to be deployed, the external resources required and the projected schedule. It should be noted that an HRIS is a real investment. The aim is toimprove business processes and process more data within a single interface.

Compose the HRISproject team

The success of the implementation of an HRIS depends on the composition of the dedicated team. It must be managed by a Project Management Office (PMO) capable of directing internal resources, steering the budget and schedule, and communicating effectively with project contractors. To compose this team, it is necessary to take into account the different departments within the company that will be impacted by the HRIS. More specifically, the Human Resources department will need to be active throughout the project.

She will also need to partner with a member of the company’s management to validate decisions. Of course, the Information Systems Department (ISD) will be ideally integrated into this installation. She will work in close collaboration with the service providers to set up the IT tools and manage all the technical aspects.