The following presentation explains how to deal with any kind of changes that take place in an HRIS system

1. CHANGE MANAGEMENT
IN HRIS SYSTEM
-SANGRAM MATKAR

2. HRIS SYSTEM
• HRIS stands for Human Resource Information System which acts as a storage or a
warehouse of employee master data and Human Resource Management (HRM)
group needs.
• An HRIS stores processes, stores and manages employee data such as names,
addresses.
• It also supports functions of HR such as recruiting, applicant tracking, time and
attendance management.

3. WHY IS CHANGE REQUIRED ?
• Before the HRIS system came into existence various companies as well as
organizations used to use manual form of data such as manual records, employee
details, attendance.
• Modern day offices also tried to computerize data by using online attendance
trackers, biometrics for attendance and it reached the extent when offices started
using IRIS scanners for attendance. This proved a fact that how important the
presence of Human resources is important for the effective function of the firm.
• There was no unified system yet which could integrate all the modules of the day
to day activities of the organization. Hence HRIS implementation is necessary.

4. CHANGE MANAGEMENT

6. CHANGE CYCLE
• Shock – the employee realizes that something is changing; a brief period of disorientation and a
lack of logical reasoning is normal.
• Minimizing Impact – certain user groups may seek to ignore the new HRMS by labelling it an
HR issue, nothing to do with them.
• Frustration – the change is accepted but the person still doesn’t like it; feeling hard done to and
uninvolved.
• Letting Go – At this point, the person beginning to look forwards and wonder about the
change.
• Testing the Limits – the training is under way and the person has the opportunity to learn
about the system and apply their new knowledge.
• Search for Meaning – with use comes a wider understanding of what the system is offering in
terms of benefits.
• Integration – the new HRMS isn’t “new” anymore; it is accepted as the norm.

7. STEPS IN CHANGE MANAGEMENT

8. FOSTER ENGAGEMENT FROM THE START
• In order to get all employees on board, it’s crucial that each departments’ stake
in the HRIS be considered.
• It may be worthwhile to include an employee from each major department in
the project team. Or, it may be wise to call all (or all relevant) employees to a
meeting so that they can discuss what to look for in a HR software system.
Making employees feel included before a system has even been selected can
drum up excitement and pave the way for a smoother experience.

9. ADDRESS ALL EMPLOYEE CONCERNS
• Throughout the project, employees are bound to voice their concerns and
challenges. While they may experience hectic periods at certain phases of the
project, it is critical that all employees’ concerns are addressed.
• If employees feel they are being ignored or cannot overcome challenges in
system use, they may become frustrated. This frustration may diminish the
system’s effectiveness.

10. TRAIN EMPLOYEES WELL
• A lack of training can cripple a HRIS project. Preparing employees for any
changes that the HRIS will cause is crucial. The training program should be
established well ahead of time and followed as much as possible.
• A support team or at the very least specific managers that are highly
knowledgeable with the HRIS should be designated to assist employees with any
complications that arise while using or learning the HRIS.

11. FINAL CHANGE MANAGEMENT
• Following a HRIS implementation, there are sure to be many changes in
processes and sometimes even the daily tasks that are carried out. Cultural
changes should also be considered when managing change. Managing the
change during each phase may assist with moving the project along at a steady
pace.
• First, employees must be prepared for any changes regarding written
communications that can be referenced later. Next, employees should be walked
through the newly modified systems and processes; this step is best handled as
part of training. Finally, all modifications should be reinforced by reviewing
feedback and supporting employees through any changes made to help the
system work better for the organization.

12. CONTINUALLY WORK TO REFRESH INTEREST
• With today’s technology, there is no need to let employees lose interest or become
dissatisfied with their HRIS. Simple updates to designs and configurations can assist
with making software systems more appealing and may also renew
excitement. Enhancing applications can increase employee system use relating to
development, succession planning, and other productivity drivers.
• Communicating with employees on a consistent basis can help companies reap the
greatest rewards from HR systems. Integrating HRIS functions into daily activities will
likely increase empowerment, while autonomy can also help in maintaining
employee engagement. By managing change throughout HRIS implementation and
working to ensure continued engagement with a system, companies can show
employees that they care about how the change affects them.

13. THANK YOU