What defines a successful project and what impact does the chosen project management method have on a successful outcome for your project? In this blog article we will give you some guidance based on our own experience of implementing different HR software solutions.

As you may already know, there are many different approaches to project management, all with certification. Different companies follow different approaches when managing projects, ranging from IPMA, PMI, and Prince 2 to agile concepts like Scrum and Kanban. On the market there is a range of well-known approaches that are successful in terms of quality standards and best practice.

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In your company or organization, you may be using IT systems based on one of these special methods, but if not, you need to call on the experience of your HR software provider or its implementation partner. If the latter is necessary, the provider must show you what your obligations are during the project. You should also set out what you want to achieve during the project cooperation. From our own experience, we know that a structured approach is needed during the implementation of a solution and that it is the obligation of the HR software provider to lead you through this process.

A good Project Manager from an HR software provider could have the following approach:

  • Project kick-off;
  • Project workshops;
  • Project customizing phase;
  • Project pre “go-live” phase including user training and testing;
  • Project “go-live”, review and support phase.

This approach is good common practice, particularly if the client doesn’t use any predefined project method. Depending on the size of the project, you can also build in other steps, e.g. for controlling risks or monthly project status team meetings, and these can be added flexibly to your project plan.

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If you are implementing HR cloud projects, we recommend three tips for successful cloud projects, as it is important not to neglect the stages of mutual acceptance during a project, especially in terms of project milestones. Here are some examples:

  • After completion of a prototype and its acceptance;
  • After completion of the testing phase;
  • After “go-live” of the HR software and its handover to your company/organization.

It is useful for both sides to keep track of this in writing. On the one hand, it is important for the HR software provider, so they can see if there are any defects. On the other hand, you, as a client, can make the provider aware of certain topics that aren’t working 100% satisfactorily. Such a document, called an acceptance report, lists the project members, particularly the main responsible project managers on the side of the client as well as on the side of the HR software provider.

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Additionally, you can set up an area where any defects are noted. Of course, it is also important to leave space for praise and criticism. The document usually ends with a signature field to make it complete and you should ensure that it is signed by the HR software provider as well as by a representative from your company or organization.

We hope this blog article gives you an overview of what, in our opinion, it is important to keep in mind during the implementation of HR software and what from our experience are some good practices and the best approaches. These approaches closely follow common project methods like IPMA and PMI and have proved to be successful during our implementation of various HR cloud software solutions.


About the author:

max2Max Meinhardt is the Head of HR Software Consulting. He has been in charge of more than 50 successful HR Software projects, being responsible for both software selection and implementation.

As a result, he has gained experience working with Swiss and international companies, as well as private and public institutions.

You can contact Max via e-mail max.meinhardt@hr-software-consulting.ch.