Case Study: HRMIS Review
Dearden HR were asked to carry out a review of the organisation’s current HR Management Information System (HRMIS) in order to prepare a business case and set out options to meet future requirements in the most effective, efficient and cost-effective way.
The HRMiS was a bespoke HR system that has been continually developed in-house over the last 15-20 years and was the primary management system for the HR department. However, it was based on outdated technology and failed to interface with other organisational systems, resulting in the requirement for repeated manual entry into systems and the amplified risk of human error.
What we did
The overarching objectives of the project were to:
- Examine costs of current system and alternative approaches.
- Conduct a gap analysis based on current position and future requirements through desktop analysis and workshops with stakeholders.
- Identify risks and opportunities for current and alternative approaches.
Our approach to the work included a desktop review of the current system, development of an engagement and communication plan, meetings with key stakeholders and focus groups, a staff survey set out to the organisation, HR process mapping and market research. We then drafted a business case and iterated this with the organisation leading to a final presentation of options to the organisation’s board.
The approach employed was deliberately designed to maximise engagement of key stakeholders and allow time for a detailed understanding of requirements and current systems.
Throughout the course of the project, we submitted a weekly highlight report and met weekly the internal project team.
What we achieved
We drafted a detailed final report for the organisation setting out our findings from engagement, including a summary of the feedback from the focus groups and a breakdown of responses given via the staff survey, a summary of the options available with a risk analysis for each and then a recommendation for replacement of the system. We then set out the delivery team needed internally to support our recommendation and ensured knowledge transfer and upskilling of the staff involved to ensure a successful internal implementation.
The adoption of the new HRMiS system has provided a number of opportunities for the organisation including the ability to make efficiency savings, through the avoidance of double entry, and the automation and devolvement of routine administrative and compliance functions.