HRIS / HCM Implementation
Service description
HRIS or HCM implementation selects and sets up a system that holds employee records and runs HR processes such as onboarding, time and attendance, benefits and payroll. Work typically includes configuring the system, migrating employee data, connecting payroll and other systems, and training HR staff and managers. It replaces spreadsheets or separate HR and payroll tools.
Common industries
Applies to any business with employees, across industries.
ROI
A working HRIS cuts manual HR/payroll effort and error; the implementation is a project worth scoping carefully.
Benefit
Select and implement an HR/payroll system and migrate employee data and processes onto it.
Why get it
Businesses implement an HRIS when HR and payroll depend on spreadsheets, systems don't talk to each other, or growth makes manual processes error-prone.
When you benefit
A one-time project, followed by ongoing administration; payroll then runs on the system every pay period.
What it costs
Project fee or hourly.
When you pay
Providers typically quote a fixed fee for configuration and migration, or bill hourly for more complex setups. Payment is often tied to milestones such as configuration, parallel payroll testing and go-live.
Other costs
Per-employee software subscriptions, payroll or benefits add-ons, integration work, and cleanup of employee records are usually separate from the implementation fee.
Risks to know
Errors in migrated employee data or pay rules can cause incorrect paychecks and tax filings. Federal rules also require employers to keep payroll records for three years and employment tax records for at least four, so the system must preserve and produce them. Employee data is sensitive, so access controls matter.
When risks arise
Data and pay-rule errors usually appear in the first payroll runs after go-live, which is why parallel runs matter. Recordkeeping gaps may not surface until an audit or inquiry, years later.
The process
The provider reviews HR and payroll processes, then configures the system for the business's pay rules, benefits and workflows. It migrates employee data, which the business checks, then runs test payrolls alongside the old process. After training, the provider supports go-live and the first pay cycles.
Your commitment
The business provides current employee records, pay rules, benefit plans and approval workflows, and names an HR owner and a payroll contact for the project. Staff should check migrated data for accuracy and join parallel payroll testing before go-live, and the business should decide who has access to what.
Documents to gather
- Current employee roster with pay rates, job titles and statuses
- Benefit plan details and deduction rules
- Recent payroll registers and tax filings
- Time-off and attendance policies
Helpful reading
Further research
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