What are the best ways to maintain an HRIS after implementation?

1 Assign a dedicated team

One of the first steps to maintain an HRIS is to assign a dedicated team that is responsible for its administration, support, and development. This team should consist of HR staff, IT staff, and external vendors or consultants who have the necessary skills and knowledge to manage the system. The team should have clear roles and responsibilities, such as troubleshooting issues, providing training, conducting audits, and implementing changes. The team should also communicate regularly with the users and stakeholders of the HRIS to collect feedback and address their needs.

3 Backup and restore the data

A third essential step to maintain an HRIS is to backup and restore the data periodically. The data stored in the HRIS is valuable and sensitive, as it contains information about the employees, the organization, and the HR processes. Losing or compromising this data can have serious consequences, such as legal liabilities, financial losses, and reputational damages. Therefore, it is crucial to backup the data regularly and store it in a secure location, such as a cloud service or an external drive. The backup data should also be tested and verified to ensure its accuracy and completeness. Additionally, the dedicated team should have a contingency plan and a procedure to restore the data in case of a system failure or a disaster.

4 Train and educate the users

A fourth key step to maintain an HRIS is to train and educate the users on how to use the system effectively and efficiently. The users of the HRIS include not only the HR staff, but also the managers, the employees, and the external partners who interact with the system. Training and education can help the users understand the features and functions of the HRIS, as well as the policies and procedures related to it. Training and education can also increase the user adoption and engagement, as well as the data quality and consistency. The dedicated team should provide ongoing training and education to the users, such as through online courses, webinars, manuals, or workshops.

5 Evaluate and improve the system

A fifth vital step to maintain an HRIS is to evaluate and improve the system regularly. The HRIS is not a static tool that can meet the needs and expectations of the organization forever. It is a dynamic tool that should adapt to the changes and challenges of the HR environment, such as new trends, technologies, and regulations. Therefore, it is important to evaluate and improve the system regularly, based on the feedback and data collected from the users and stakeholders. The evaluation and improvement process can help identify the strengths and weaknesses of the HRIS, as well as the opportunities and threats for its development. The dedicated team should conduct the evaluation and improvement process periodically, such as through surveys, interviews, reports, or audits.

6 Seek external support

A sixth and final step to maintain an HRIS is to seek external support when needed. The HRIS is a complex and sophisticated system that may require specialized expertise and assistance from time to time. The dedicated team may not have all the resources and capabilities to handle all the issues and challenges that may arise with the HRIS. Therefore, it is advisable to seek external support from the vendor or provider of the HRIS, or from other consultants or experts who have relevant experience and knowledge. Seeking external support can help resolve the problems and enhance the performance of the HRIS, as well as reduce the risks and costs for the organization.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?