HCM systems are essential for growth, but many platforms do not perform as expected.
Replacing your HCM system isn’t always the best way to unlock additional value.
Repairing and optimizing your current HCM system can transform key workflows and processes.
Is your human capital management (HCM) system struggling with underperformance, low adoption or compliance risks? You’re not alone.
In today’s fast-changing business environment, HCM systems are essential for efficiency and strategic growth. Yet many organizations find themselves frustrated with platforms that feel disconnected or underutilized, or simply don’t work. The good news? In most cases, the system isn’t the problem—it’s how it was implemented, configured and maintained.
Before you invest in a costly replacement, take a step back. Often, repairing and optimizing your current HCM system can deliver the long-term value you expected from Day 1.
Why HCM systems underperform
If your system was rushed in during the pandemic, your admin team recently changed or your business strategy evolved, misalignment is common. These issues typically fall into three categories:
It’s never just one of these things. It’s always a combination of multiple challenges. These issues are interconnected. It is important to diagnose the root cause across all three categories.
Chris Mueller, Managing Director, RSM US LLP
Repair versus replace: How to decide
Many organizations assume a failing HCM system needs to be replaced. In reality, most problems stem from implementation missteps—not the software itself. Common root causes include:
Conflicting goals across HR, IT, finance and leadership
A “lift and shift” approach that moves old processes into a new system
Lack of governance, testing and change management
Outdated policies that don’t align with system configuration
When you’re selecting a system, you're going through honeymoon days of thinking and envisioning the possible. But without strong governance and alignment, even the best system can fall short.
Jennifer Southworth, Principal, RSM US LLP
A proven five-step framework for HCM optimization
Instead of starting over, consider a structured approach to repair and optimize your existing system:
Strategic assessment
- Perform a deep dive into system performance, compliance and data quality
- Identify root causes and prioritize fixes
Organizational alignment
- Engage stakeholders across HR, IT, finance and leadership
- Build governance models that support long-term success
System proficiency
- Provide tailored training beyond vendor basics
- Strengthen user confidence and adoption
Roadmap for success
- Set realistic goals and timelines
- Use phased implementation for quick wins and sustainable progress
Change management
- Communicate clearly and often
- Designate project champions to prevent fatigue
“Anticipation beats reaction,” says Mueller. “The more you plan for risks, the less you’ll have to scramble later.”
In addition to implementing the proven framework above, engaging an experienced consultant can help you address the root causes of challenges across people, process and technology while building alignment and sustainability to realize the full potential of your HCM system.
Real-world examples of HCM realignment success
Case 1
Implementation fatigue
A client spent six years in a cycle of fixes after a rushed go-live. Continuous hastily applied Band-Aid fixes created long-term inefficiency and fatigue. Instead of replacing the system, new leadership assessed internal processes, reconfigured workflows and reimplemented the same platform—saving time and money.
Case 2
Data governance Issues
Managers blamed the HCM system for poor accuracy and accessibility of data analytics; they recommended replacement after describing their system as a total failure. The real culprit? Bad data and lack of alignment. Once addressed, replacement was no longer necessary, and the system delivered the expected value.
The takeaway
Replacing your HCM system isn’t always the answer. Instead, effective HCM system implementation and integration can transform your workflows and processes for long-term value. With the right insight and trusted guidance, you can transform frustration into functionality—unlocking the strategic value you invested in.
RSM’s HR solutions advisory team can help your organization move from reactive troubleshooting to proactive optimization, reducing risk and maximizing your return on investment. Ready to stop fighting your HCM system? Learn more about our HCM technology solutions and managed services.
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