Get Data Ready for HRMS Implementation

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Hrms Implementation

When it comes to implementing Human Resource Management System (HRMS), the process can be time-consuming and difficult. For smooth implementation of HRMS software, you need to choose the best HRMS software to cater to your business needs. 

So, how to assure smooth HRMS implementation?

To start the journey of successful implementation, companies must decide how to convert the historical data for new HRMS software.

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In this blog, let us ease the route of HR software implementation by explaining:

  1. Checklist to ensure successful HRMS implementation (Data Ready)
    • Data Profiling
    • Real-Time Monitoring
    • Centralized Storage
    • Organizational Structure
    • Accuracy in Data
  2. Additional points to keep in mind
  3. Stages of HRMS Implementation
  4. Conclusion

Checklist to ensure successful HRMS implementation

Get Ready For Data Implementation
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To make the whole HRMS implementation process as easy as pie, you can take reference of the checklist mentioned below to gather data and transfer it into a new system:

Data Profiling:

Be sure about data profiling i.e. have an insightful understanding of your data in terms of quality and content. It is very important to know the sources of your data, like spreadsheets, flat files, backend systems, etc., and parameters included in them with their interrelationships.

Insightful data offers organizations to establish baselines, benchmarks, and goals to keep moving forward and accomplish pre-defined vision and missions.

Make sure that you list down all the data sources and discover the structure, content, and relationship of the parameters mentioned in the database to keep a track of potential issues within the data.

Real-Time Monitoring:

Ensure that you monitor data on a regular basis. It’s not easy to get high-quality data in a day’s time. To get quality data, it is very important that you put persistent efforts into frequent audits, the latest trends, and the target audience.

Make sure a centralized process is in place to maintain and monitor updates in the database. Additionally, create predefined processes and workflows to assure that the correct data is entered and able to define the role of HRMS in various facets of HR.

Centralized Storage:

Focus on bringing the data to the centralized location. Many organizations have data at multiple locations, coming from different departments, like administration, finance, accounts, etc.

Centralized storage offers data security, integrity, and consistency along with operational efficiency in a cost and time-efficient manner.

Make sure that you know all the paths from where data is flowing in and out before implementing an HRMS solution in your organization. Also, identify servers where data is going to be stored and how all the departments are going to use it.

Organizational Structure:

There should be a defined organizational structure to guide employees on the official reporting relationships that govern the workflow of the company. Based on the structure, policies and guidelines can be integrated and configured in HRMS software.

Make sure to define the roles, levels, and responsibilities of each employee in a clearly understandable manner. HRMS has a feature of defining different rules and policies based on departments and individuals and updating them as and when needed.

Accuracy in Data:

Data accuracy is a critical part. It is very important that the right data is entered to offer the right information. But how to make sure that the data is accurate? Well, by proofreading from references and removing redundant data and errors based on priority, data accuracy can be assured.

Accurate data enables better decision-making, improves productivity and lowers down costs, aids in legal and ethical compliance along with increasing company revenues.

Make sure there are processes and proper technologies to keep data clean. Data utilized for HRMS software must be updated and accurate. Also, take care of completing the database and reminding users regularly to update their missing information for more accuracy. 

Also Read: Advantages of HRMS Software You Can’t Ignore!

Along with restructuring the database for HRMS software, organizations must assure the following things for HRMS software implementation to their system:

  1. Objectives and Goals: List out all the challenges of the HR department and decide how the HRMS solution will resolve them.
  2. Achievable Timeline: Adequate time for testing, training sessions, and modification must be taken into account to achieve goals in real-time.
  3. Implementation Team: Hire an implementation team for configuring HRMS software to your system in a hassle-free manner and pe-defined time frame.
  4. Roadmap: Specific timeline with completion goals must be framed for an organized and structured implementation of HRMS software.
  5. Data Migration: Plan, cleanse expired data, create a backup, run pre-migration test and with thorough knowledge and approach, shift your data to HRMS.
  6. Training Sessions: Poor adoption of HRMS without any dissemination of knowledge might be stressful and full of turbulence for both employees and employers.
  7. Plan of Action: Go live with proper planning and emergency plans for unprecedented situations and problems.
  8. Performance Review: Measurement of parameters, metrics creations, and analysis of reports cannot be ignored for smooth HRMS implementation.

Stages of HRMS Implementation

Stage 1: Planning: Communicate expectations to the HRMS implementation team, engage employees for getting on board with the new system swiftly and acquire data from every source for quick data migration.
Stage 2: Data Check: Work with IT departments to migrate data in relevant formats to HRMS software and share the access rights as pre-defined by the organization.
Stage 3: Roll Out: Communicate with your teams before rolling out new software. Roll out HRMS software in a top-down manner starting from managers to team members.
Stage 4: Activation: Plan training sessions and finally configure the software into your system for efficient and better HR management in your organization
Stage 5: Evaluation: Implementation does not end with configuration but it is a continuous process of reviewing the challenges and resolving them to fulfill the purpose of HRMS.


There must have been many times when the HR team finds that the original data is not updated at the time of integrating HRMS into the existing systems and database. Therefore, it becomes necessary that before bringing HRMS into place, get the correct data from employees so that after integration even the employees are satisfied with the new system. The more faith they have in the system, the more easily they will be able to use it!

Implementation of HRMS is not at all difficult if you choose the HRMS software with an efficient after-sales team who can help you in goal-based implementation and train your employees for a smooth onboarding.

Agile Methodology For Hrms Implementation
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Israil Khan

Israil Khan heads marketing at HR-One. He is an MBA in international business and an accomplished intenet marketing specialist with 10+ years of experience with international agencies and Indian startups. He administers all business marketing operations and ad campaigns. He loves to spend time with his beautiful daughter & rides bike across the city.

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