Paving the way for a fully utilized human capital management system

A system review journey

Nov 22, 2023
Labor and workforce Human capital Management consulting Business strategy

When your organization first started exploring the possibility of upgrading your human capital management (HCM) system, you likely saw several presentations outlining the functionality of the potential systems under consideration. Based on all these positive demonstrations, your organization made the decision to migrate to a new HCM platform.

Once implementation of the system begins, this complex project likely took over your world, and the people on your implementation team ended up having to manage their regular day jobs as well as all the tasks involved in rolling out a new system. This may have led to certain system modules or features being tabled in favor of others that were more pressing at the time. In turn, this might have resulted in missed opportunities to obtain best system performance.

Should you find yourself in this somewhat troubled post-implementation situation, you may want to consider a system review. A system review takes every aspect of your HCM system into account and provides you with education as well as specific suggestions for improvement, leading to a more streamlined, effective and optimized system that is better prepared to deliver the results you want.

It’s important that all the systems used by different departments to handle employee HCM data work efficiently and in harmony with one another. If your systems are not providing your organization with the efficiencies you expected, a system review can be a productive way to bring your users and processes together and coordinate an improved system integration plan.

When does a company need a system review?

You have been using your new system for some time and have had a chance to get past the initial learning curve, but you find yourself wondering about the features or efficiencies you saw during the demos of the system. So far, your experience has been quite different. At this point you may want to consider a system review. Or, if your other systems are poorly integrated with your new HCM system and frustrations keep cropping up around accuracy issues and manual work, it’s probably time to investigate.

Frequently, companies upgrade their systems without reviewing their processes along with it. This would be another reason for conducting a system review. A system review uncovers opportunities for system optimization, process improvement and time-saving automations, and also educates your team members on best-practice system configuration. Improving your system can save time and money.

When your HCM system isn’t used efficiently by all members of your team, it can cost more than just money. The time spent working through issues and loss of employee morale due to frustration with the system can put a significant strain on an organization. After all the excitement following the decision to make the switch, it can be disheartening should it not live up to your expectations.

What happens during a system review?

Your RSM US LLP consultants will meet with your internal team and review the configuration and processes associated with your HCM system. While you may be facing specific challenges in a single department, input from all groups interacting with the system will result in the most effective review. As many new HCM systems are a single database, it’s important that everyone understand how each module interacts with and affects the others.

Users are asked to help identify where they are experiencing pain points, as well as what was envisioned in the beginning vs. the current reality of how they are interacting with their new system. Most companies haven’t been living in a single-solution environment prior to their new HCM system. You’ve not had to consider the ramifications to each department when everyone is sharing a single source for employee data. Often a single department is charged with overseeing the implementation on behalf of your entire organization. What may work wonderfully for human resources may make things more difficult for the accounting department, and vice versa.

The goal of a system review

The goal of a system review is to ensure that all the pieces are working well together, and each department is getting the most out of their new HCM system.

All areas of the company need to understand how their interactions with the new HCM system affect other areas. Along with recommendations to streamline and optimize processes and configuration, your team will learn more about the system, making it easier to understand and adapt to system changes.

It’s a holistic endeavor

While system issues may initially be identified in one area, there may be downstream impacts to other parts of the system. For example, if your benefits department has problems that may easily be fixed with updates to their existing module, those changes need to take into account how the output will affect other departments. Will it change the general ledger output required for the accounting department? Will it alter how payroll deductions are processed? These are some of the questions we answer for you and your team, paving the way for more informed and confident future decision making and updates to your system.

System review results

When the system review sessions have been completed, you will receive a full report outlining current processes, areas where improvements can be made to either configuration or process, and high-level impact and analysis for each area. RSM can offer you the support you need to implement any changes from the review. If, for whatever reason, the determination is made to implement additional system modules or implement an entirely new system, RSM’s system optimization and system selection teams are here for you.

System reviews save time and money

When your HCM system isn’t used efficiently by all members of your team, it can cost more than just money. The time spent working through manual tasks that should be automated and issues that cause morale-draining frustration with the system can rack up collateral damage in lost productivity or even employee attrition. Especially after the excitement of implementing the new system, it can be disheartening when it does not live up to your expectations.

A system review educates your team members on the system and how they can best use it. If you’re interested in learning more about system reviews and how they can help your company, then explore our website.

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