How to Stay Within Budget When Implementing HR Software - HRIS Payroll Software
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How to Stay Within Budget When Implementing HR Software

By: Dave Rietsema
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Implementation is often seen as the annoying step between selecting an HR software solution and actually getting to use it. Trying to rush through implementation or underestimating certain aspects of it can cause a company to overshoot their implementation budget, however. The following tips can help to stay within budget, while also ensuring a timely go-live.

Create a Detailed Plan of Attack

Creating an implementation plan that details how much time and money should be allotted towards each step can help to highlight budgetary considerations that may have otherwise been overlooked. Creating a detailed plan can also help the implementation team to clearly visualize how the implementation will be executed, which may speed the process and save labor costs.

Check the Consultant’s Credentials

Hiring a consultant to assist with HR software implementation is a wise move for most companies, but it’s important to make sure that the consultant is actually an expert. An inexperienced consultant can cause an implementation to go over budget and delay the go-live. Read reviews on the specific consultant, find out how long he or she has been doing HR software implementations, and meet with the person ahead of time.

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Use Consultant Time Wisely

Whether a consultant is paid by the hour or by the project, it should be a priority to utilize their time as effectively as possible. This means being prepared for their visit, compiling paperwork that they may need to see and otherwise performing activities that will help to streamline the work that they will be doing to get your system running. If possible, at least one high-level employee from your company should be made available to assist the consultant with implementation.

Stay On Task throughout the Project

Once an implementation has begun, it’s possible to get distracted with optional features and functionality that wasn’t decided upon beforehand. While it may seem like it will take little time and money to embark upon these extra endeavors, they may end up bringing you over budget. Sticking to the original plan and avoiding side tasks can help you to stay within your budget and timeframe.

Anticipate Challenges in Data Migration

Data migration seems like it should be simple and straightforward, but often there are unexpected challenges that crop up. Employee information may not be complete or may be inaccurate, which will require meetings with employees and paperwork to correct. If manual entry of information is required, it may also take more labor time than estimated.

It may not be possible to predict setbacks in your data migration, but it is possible to allot a little extra time and money that can act as a buffer if there are setbacks. Best case scenario, data migration goes smoothly and you turn out ahead of budget and schedule.

Plan for Integration

HR software usually works best when integrated in with other systems. Integration may not be easy, though, so it’s best to figure out what integrations will need to take place so that time and money can be allocated towards those steps of the project. If a consultant will be brought in, he or she should be made aware of the necessary integrations ahead of time.

Implementing new HR software can be very beneficial to a company, but it can also be costly and difficult. Carefully planning your implementation project and anticipating challenges can keep you within budget so that you ultimately maximize your ROI on the new system.