Removing the Fear from HCM Software Implementation
We often hear “What we have is working fine. Besides, we don’t have the time or resources to switch providers right now.”
With all the technology and tools on the market today that can streamline your human capital management needs there is no reason to settle for fine. The benefits of these solutions—including an increase in accuracy and a decrease in redundancy—far outweigh the minor inconvenience of switching to new software.
To help ease our clients’ fear of conversion we are completely transparent in our process. We detail what they can expect and how long the process will take. We recognize that no two implementations are the same. Our Transition Team is trained to expect the unexpected and work to uncover all the important details necessary to make our clients’ onboarding experience a positive and successful one.
Below is a step-by-step breakdown to help demystify the process.
Step I: Consent
Once the decision is made to engage Balance Point’s services, your Human Capital Management Consultant will provide you with a checklist of items, have you e-sign our terms & conditions, discuss timing, and ascertain key contacts within your organization. They will then introduce you to your Trainer.
Step II: Training
Your Trainer will set a timeline based on your specific needs. To keep track of pertinent deadlines and important dates we utilize project management software called EasyProjects. This tool ensures no detail is overlooked.
At that time, your Trainer will provide you with credentials to access an online training hub that houses a host of tutorial videos and other resources for you to view. These will help you make the most of the training sessions that will follow.
Step III: Implementation of Time and Labor Management (TLM) and Payroll
To implement TLM, your Trainer will work with you to gather all necessary information including your specific PTO and overtime policies, rounding rules, lunch/meal break times, schedules, etc. These rules are then set up in the system and training of the TLM platform is scheduled. TLM will be set up well in advance to your first payroll processing.
For payroll, your Implementation Specialist will schedule time to extract data from your current system. An automated migration tool that requires no manual manipulation is used for this process. Your employee and company database will be built and configured to your company’s specifications using this data.
To ensure accuracy of your first payroll, your Implementation Specialist will run a parallel payroll before processing. All year-to-date and quarter-to-date earnings for each active and terminated employee will be entered to ensure that taxes, wages, and deductions are in perfect alignment.
Step IV: Implementation of HRIS and Other Platforms
For implementation of HRIS, just like with TLM, we will work with you to gather all pertinent HR information related to your current onboarding and performance review processes and policies, along with your desired employee self-service elections. Then, like TLM, you will be thoroughly trained on the platform to ensure your comfort.
If you plan to add other platforms within our comprehensive human capital management system, like Applicant Tracking, COBRA Services, Learning Management System (LMS), and Carrier Connections, that will follow next.
The Support Doesn’t End There
Implementation is just the beginning of your relationship with Balance Point. By the time your first payroll approaches, you will be assigned a dedicated Customer Service Representative. They will become very familiar with your organization’s unique needs and will assist with any concerns or questions you may have. Additionally, you will receive methodical follow-up from your Human Capital Management Consultant to ensure your needs are met in a timely and efficient manner.
Your role is essential to a smooth transition. Colleen Griparich, Balance Point’s Implementation Manager, recommends the following advice:
Be proactive in providing information. By knowing exactly how your business operates, we can get you up and running quicker, and help you make the most of the software.
Embrace the change. While your team may experience some minor inconveniences now, keep sight of the big picture. Soon you will be reaping the rewards and experiencing greater productivity as a result.
Communicate with your workforce. Let them know about the change and how they may be affected. Be prepared to answer questions and manage expectations. We’re here to help if you need us.