No implementation without a process journey

The implementation of HR Technology can be seen as an expedition comprising of smaller sub-journeys. Each journey has its own topic, with a separate start and end, which eventually come together to complete the implementation. One journey, often underestimated and undervalued, is the process journey. The processes workstream of an implementation consists of the current procedures that an HR organisation performs to fulfil their tasks. Well-made processes lead to efficiency, compliance with local legislation, and transparency for all involved parties.

During an implementation, the processes workstream comprises of the following steps: exploration, evaluation, evolution, reconciliation, implementation (henceforth called EEERI).

1. In the exploration phase, an inventory is made of the HR processes, resulting in a list of all the HR processes in scope for the implementation.
2. In the evaluation phase, an in-depth analysis of the HR processes is performed, resulting in conclusions of which HR processes will be impacted before the upcoming change.
3. After evaluation of the processes, the ‘As is’ processes are altered, evolving them in ‘To be’ processes.
4. Once the processes have been altered, agreement (aka reconciliation) on the processes has to be achieved. Therefore, making all involved parties knowledgeable of their responsibilities.
5. After successful completion of the aforementioned steps, the processes can be performed. Thus completing the implementation.

The process journey is the stream in which most quick wins and impact can be made. To maximise the potential of the EEERI framework, and thus maximising quick wins and impact, there are some important details per step that must be paid attention to:

1. Whilst exploring, make sure to pre-emptively limit the scope of the processes. Limiting the scope will prevent the experience of being lost in the jungle that comprise the HR processes. The recommended level explains in large lines who is responsible for which steps, in which order, with which system.
2. In the evaluation phase, it is essential to remain critical of the information that is received. Generally speaking, processes are provided in the form of ‘happy flows’. Happy flows are processes in which all steps are followed without errors, controls, or exceptions. Without the ‘unhappy flows,’ you will have incomplete processes to evaluate. As such, limiting insights into the impact of the change on the existing processes.
3. In the evolution phase, the emphasis should be placed on building efficiency and risk covering steps. Utilize the information gained in the evaluation phase to enact quick wins into the newly designed processes. Furthermore, ensure that the unhappy flows have the correct checks and balances built in. This will optimize compliance and minimize risk.
4. In the reconciliation phase, the emphasis should not only be placed on mutual agreement, but also understanding. All involved parties should have clear insights into their expected responsibilities and more importantly, understand why they have to perform which step when.
5. In the implementation phase, the importance should be placed on maintaining the agreements created in the reconciliation phase. A great way to achieve this is to anoint a process owner. A process owner is responsible for adjusting, maintaining and improving the process.

In addition to the abovementioned details, ensure to utilize diagrams (swim lanes), technological advancements and external resources to heighten chances for improvement and ultimately a successful implementation.

Don’t let your process journey crumble to dust as an afterthought in your implementation! At Services HQ we are not only experienced in the EEERI framework, we also utilize the latest technological advancements to bring your processes to the forefront and breathe new life in them. Reach out to Bart Schrier to make your next implementation a successful expedition.