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Integration in HRMS: Challenges and Solutions

HRMS Integration Challenges and Solutions

When an organization can streamline most of its secondary work processes, it can focus on the core operations. For example, if a company provides IT support to other companies, then it is not the only thing to do for them. In addition to what they do, there are other operations as well, such as payroll management, employee wellness management, leave management, and many more. 

There’s an HR department in every company to manage all these tasks. Moreover, a modern solution known as HR software has emerged to streamline the tasks of HR departments and others.

This software eases the HR operations mentioned above and helps the other employees make their side work easy, like taking a leave. Moreover, their benefits even reach the top management by providing them with actionable insights in a fraction of a minute. 

Even when the software is very helpful, there are some common problems that you may face with the integration of this software in your organization. 

Today, we’ll discuss these problems and their solutions. 

Challenge 1 – Resistance to Change

Before talking about the problem that you may face on the technical side, let’s first explore a problem related to the organization’s people. It is evident that whenever something changes, people always resist the change. 

The reason behind this is mostly a fear of hindrance in the workflow. Employees fear adaptability and think about the software’s impact on their daily work routine. 

In addition, a fear of getting over-tracked is also there, as HRMS software feels more like a tracking tool to many employees. So, what’s the solution to this problem? Let’s see!

Solution

The solution to this problem is to communicate the benefits of the software to the employees. If you make your employees understand how HRMS has nothing to do with their core job roles and is a solution to streamline the additional processes, you can ease their worries about this system. Tell them about the positive impacts of this system on their daily work routine, like the ease of applying for leave or marking your attendance, etc. 

Challenge 2 – User Training

While you may be able to get rid of all the resistance from your workforce and other contributing parties, you still can’t continue without training. A training module is important because your employees and HR department are not always using this new system. Now that you have installed it, you want to integrate it seamlessly into your operations. So, to ensure that the resistance doesn’t start to wave back at you, HRMS training is undoubtedly important. 

Solution

We have already discussed the solution to this problem: introducing training sessions for the software. However, the implementation of it is the key to success in HRMS integration. The best way to do this is to create a training module and show it to all the employees, managers, HR team, and C Suite simultaneously. Moreover, as a new employee joins, combine this module in his/her training session. Now, who should learn what? 

1) HR Department

The most important and extensive training is given to the HR department. When it comes to who’ll interact with the HRMS the most, it’s always the HR department. So, from the interface to all the key admin features, it must be told to the HR department. 

2) Managers

The dashboard is most important for managers as they can access all the details about the employees who work under them. We write a detail blog for manager to how they can Handle Employee Leave Requests.

3) Employees

Mostly, the self-service features in an HRMS are created for employees. So their training should include the use of these features. For example, how do you make attendance, take a leave, or download important forms? 

4) Senior Management

Access to all the data is crucial for senior management. So, they should be trained to retrieve all the strategic data.

Challenge 3 – Data Migration and Integration

Now, move on to the technical problems first. We have the data migration, and it’s Integrating. The problem is simple to explain but not simple to eliminate. When there’s no HRMS, companies stick to traditional HR practices, keeping manual records of everything from attendance and payout to leave management and deductions. So migrating all this data to the new HR management software may not be easy as there can be format compatibility issues.

For example, if you have been using Excel sheets for timesheet management, your new software should be compatible with Excel. However, there can be multiple formats, which can cause trouble when choosing software, or you may even end up getting no options available. Now, let’s see the solution. 

Solution

The solution to this problem starts with choosing software that supports primarily used formats in traditional HR. Then, if you are still left with data to migrate, you should now go with a strategic plan. Firstly, you must choose how your data or its accuracy is not compromised. Now, you should clean the data, requiring human efforts and API help. You can find many APIs to help you convert your data from one format to another. Once your data is converted, you can upload it to your new HRMS.

Challenge 4 – Customization Needs

You are buying HR management software for your business, so it must be molded around it instead of molding your business operation according to it. Here comes the role of customization in HRMS. If you get software with few customization options, it’ll lead to incompatibility and compromises while it’s integrated. However, while customization is crucial, the optimal performance of an HRMS tool’s core functions is also important. So what’s the solution? 

Solution

The solution is to opt for a powerful HRMS tool that is best at performing its default task. However, you should also consider the customization needs of your organization before making the purchase. You don’t need to tailor every option. So, first, analyze your customization needs and then choose a software that can fulfill them. 

Bottom Line

In totality, these are the four common integration problems with HRMS software. However, you can easily get rid of them with a little attention before and after buying software and using the solutions given in the blog. As time passes, the tool will be seamlessly integrated into the organization. 

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