When it comes to deploying a time and attendance system, there are a number of best practices which remain key, to the success of an implementation. These include: keeping an open mind, setting time aside to migrate data, training of personnel, data management know-how and a process for continuous improvement. Depending on the size of the implementation, there may be other steps. However, we thought it best to mention five simple steps that can sometimes be overlooked.
Step 1. Set Expectations
You should set realistic expectations. The implementation of a time and attendance system can sometimes be a complex process that takes a great amount of time and personnel resources. While you might be excited about having your new workforce management software installed as soon as possible, shortcuts cannot be taken if it is to be carried out successfully to achieve the desired result. The most common error is to underestimate the anticipated time required to deploy a new system.
Step 2. Requirement Specifications
This step can be easily defined as the most important and could head the list. Not having a set of requirements outlined may delay the implementation even with the best of intentions. The Requirement Specifications is important to ensure your company’s needs are fully understood before the solution is deployed.
Step 3. Project Management
Realistic Project Management Guidelines are vital for implementation success of your time and attendance system. The time and attendance software project should be carefully defined and controlled to avoid unnecessary delays. When the time and attendance project is well organized, sufficient time should be allowed for documentation, redefining and integrating processes and systems before testing and then going live.
Step 4. The Project Sponsor
The role of the Sponsor is important for the successful implementation of your time and attendance system. Your Project Sponsor should be someone who will be directly impacted by the use of the system on a daily basis. A small company might choose to use an HR and/or Payroll Practitioner or even the company’s controller. A larger organization with a multi site implementation might have a steering committee with one or two Project Sponsors.
Step 5. Communication
Before the implementation starts, management should take into account the impact the new time and attendance system will have on employees. No one likes surprises, least of all your employees. Give them advanced notice and make them aware of the benefits of the time and attendance system. If they understand the advantages to the time and attendance solution and the business needs your company is trying to address, they will embrace the new system.
Your time and attendance software implementation will be successful when realistic expectations are set, project timelines are defined and many of the solutions mentioned above are followed.
To download a copy of our white paper, on the implementation of time and attendance, go to our website.