When deciding to use ERP systems in the Human Resources sector, the company expects to obtain a series of benefits at its disposal, such as greater integration and control of processes, access to quality and real-time information, technological updating and reduction IT costs.
However, although these are, in fact, concrete benefits that the use of this type of tool can bring to companies of all sectors, it must be borne in mind that there may be problems along the process that must be taken into account so that they can be considered. be properly contingent and for an action plan to be developed to mitigate them.
What are the main difficulties in implementing IT projects in HR?
The main difficulties in implementing IT projects in HR are not the technical challenges, but, rather, the lack of communication and the resistance to changes found in the sector.
In this sense, the greatest barriers imposed are those that confront the organizational structure of companies or that impose changes to established HR processes that normally depend on interactivity with employees from different areas.
The impacts of these changes, however, can be reduced considerably according to the key user. When he is averse to news and risks, and is more adept at routines, the implementation of the system will certainly face more difficulties.
On the other hand, when the key user has a more dynamic profile, focused on challenges and taking advantage of new opportunities, the project usually happens in a much more harmonious way.
Another commonly encountered difficulty is planning mistakes, such as poor estimates of resources. This stems from the fact that the HR sector is not a single process, but a set of different sub-processes that must be taken into account during the design of the project.
It is also worth pointing out that hiring a consultancy that is not an HR specialist can also bring great difficulties when it comes to establishing the understanding of the business rules of the sector for the professionals who will implement the system.
Because of this, it is important to find the most suitable partner for each of the stages, providing support for the management and operation of the entire project.
Finally, the lack of a clear definition of the company's needs is another possible obstacle. For the project to be successful, the organization must have an objective definition of the goals it wants to achieve.
As many users had little contact with the system, it ends up defining very subjective goals or, on the contrary, in addition to the technical capacity of the system. Thus, the integration between user and consultant must be complete so that there is no noise throughout this process.
How to get around these difficulties?
One of the main measures that must be taken to reduce the impacts of project implementation is to improve internal communication. It is necessary for the company to develop an action plan that brings transparency to each stage of the project, covering everyone involved, from the key user to senior management.
For this, a project communication plan and a change management program appropriate to the organizational structure must be clearly defined.
Thereafter, the most suitable partner for the system implementation project must be found. Here, a specialized consultancy is the most suitable, as it will be able to identify the right ways to collect the necessary information for the execution of the project.
The next step should be the frequent alignment of expectations, since the same project usually has different stakeholders that, in turn, expect different results in relation to its implementation.
How to adapt ERP systems to the specific reality of the HR department?
To achieve assertive results in standard processes and, especially, in processes that demonstrate the company's particularities, the professionals responsible for mapping and diagnosing all processes and routines need to be highly trained and experienced in the product, as well as in Human Resources processes.
This is essential for them to be able to interpret the information passed on by HR in a way that the technical team understands what needs to be adopted in the company.
For a better organization, it is important to adopt a productive methodology, so that the dynamics can flow successfully. In this sense, one of the most used tools is the Scrum method, based on activity cycles called Sprint.
How to prevent HR from being held hostage by the system and being able to use it even in case of failure?
To ensure the continuity of the work of the HR sector, there are contingency programs that allow the operation not to stop or fail in cases of loss of connection to the network or to the database.
It is important that the program is developed jointly with all those involved in the project, also including the Human Resources area and the partner business consultancy.
What are the main benefits of a project successfully implemented in the HR area?
One of the greatest benefits of implementing IT projects in HR can be seen in the transparency of the information presented to the Human Resources sector in the positive response of employees.
Another important advantage is the integration between sectors and the quality of the data generated and sent to the government.
As a result of the improvement of these processes, HR gains the trust of the company's managers and directors, acquiring an increasingly strategic role in the direction of the company.
How can a specialized consultancy help in the successful implementation of the project?
In general, managers do not keep up with market changes inside and outside their segment, since their main focus is on their own responsibilities.
In this sense, a specialized consultancy can be the necessary aid to provide the changes that need to be implemented so that the project can advance and achieve the expected success.
For this, the partner consultancy will be able to use methodologies that make the responsibilities of all involved more transparent, helping to achieve the planned term x cost ratio.
Example of the implementation of IT projects in HR
In a consultancy carried out by Grupo HCM, a company carried out the implementation of a Human Resources process assessment project.
The objective was to provide a diagnosis of HR processes, gathering possible actions and improvements and defining key users.
To this end, the company invested in hiring specialized consultants in the system, which focused on the Human Resources process and on easy adaptation to the Group's particularities.
As a result, the company obtained an accurate diagnosis carried out by the consultancy with information for the entire project, including product backlog. In addition, there was a rapid adaptation to the project methodology used by the company, Scrum.
The stage of implementing IT projects in HR, however, has the potential to become one of the most critical, if certain conditions are not properly structured, such as carrying out adequate planning and hiring the best partner. The difficulties arise, mainly, due to organizational changes and the change in responsibilities and tasks of employees and different departments within the organization.
These changes need to lead to a universal optimization of processes within the company, as opposed to an improvement restricted to only departmental activities.
Finally, due to the complexity, resistance and conflicts that the implementation of the project can cause between the sectors and people involved, the commitment and intense participation of the company's management throughout the process is essential, in order to guarantee, thus, the good communication between all parties.
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