SuccessDay, inventor of Phase 0 in HRIT implementations:
Start at the beginning
Good preparation is essential for successful HRIT or HCM implementations. In this blog, three consultants from SuccessDay explain what good preparation can bring to organizations, as well as implementation partners—and what exactly the Brainport-based company’s Phase 0 services entail. “We pave the way for a smooth implementation.”
Imagine, you want to implement a new HRIS for your organization. After an extensive vendor selection, you make a choice and start looking for an implementation partner. Of course, you want to start implementing the HRIT system right away. However, it’s better not to. The success of the implementation, and the adoption of the system by the employees, depends on more than just the system and the technical knowledge of your implementation partner.
Start by examining whether your organization is ready for the digital transformation you are trying to achieve. For this purpose, methodologies such as the HR Maturity Check, Gap analysis, and Quick scan have been developed, which SuccessDay combines in the Organizational Readiness Check. You should check whether there are sufficient resources available within the organization to set up a project team for the approaching HRIT implementation—both in terms of manpower and knowledge. You cannot turn everyone into test managers. If you don’t have the internal manpower or knowledge, call in external expertise. Of course, SuccessDay can also help you with this.
Standardizing data and processes
You are not there yet, when you have done all that. Good preparation includes standardizing your data and processes. “We call this Phase 0. In this preparatory phase—prior to phase 1, the actual implementation—we determine the current situation (‘as is’), and we map out the desired situation in the future (‘to be’), together with the client. Together we then determine the route,” explains Tom Wijers, Senior Business Consultant at SuccessDay.
According to him, organizations think they have an international standard for processes, but this turns out to be disappointing. “There are often major differences in how country organizations, factories, or business units (the internal organization) approach something locally. They often fall back on their own familiar processes.”
According to Business Consultant Vera Berends, the Phase 0 process always begins with uncovering the business value. “We then translate how the (HR) strategy and vision relates to the HRIT implementation. This can only be done by first creating more awareness within the organization about what they will face during the HRIT implementation. Moreover, we initiate discussions and break through silos to achieve better cooperation. We also set up the Project Fundamentals (such as Governance, Risk & Issue Log) to ensure a smooth start of the implementation.”
The different components of Phase 0
To standardize processes and data, there are several steps to go through. SuccessDay has brought these together in their Phase 0 methodology, and proudly calls itself the inventor of Phase 0. Business Consultant Brian Thangathurai explains the elements of Phase 0. “In total, this takes three to four months. That may seem long, but you’ll see that it is worth it, because the implementation goes much smoother after a good preparation. We always start with a kick-off, in which we address the different phases of Phase 0. We then do an ‘As-is assessment’, in which we map out the current situation of the HR data and the end-to-end processes, together with the client. This usually takes four to six weeks; as long as the ‘To be’ design phase, in which we determine the desired situation based on the previously agreed Design Principles.”
Again, SuccessDay maps out the future processes end-to-end. After all, the system is only part of it. By mapping out the entire chain, everyone will soon know how processes will run and who has what responsibility. “Actually, we help the customer with their future Target Operating model. We also make sure that the customer does not make choices that don’t align with the HCM package they have selected. In addition, we provide an HR data handbook,” says Brian. This defines standard terms, such as: What is 1 FTE for this organization and how do we calculate it? What does the job catalog look like, when are you a temp/freelancer, and what is the definition of base salary?
Finally, we set aside two weeks for Alignment, in which we prepare all involved departments within the organization for what is to come, and we coordinate with the implementation partner. Because of the preliminary work, they can already configure the first environment. The traditional design sessions have become validation sessions after Phase 0—and the implementation will therefore run much smoother. In short: Phase 0 ensures that the organization is ready for a rapid implementation. This ensures that all parties get the most out of the implementation.
The benefits of Phase 0
In addition to saving time, there are several important benefits to consider for a Phase 0 prior to an HCM implementation. For example, it ensures that organizations get into project mode, start communicating and collaborating better, and that the project team knows what’s coming during the implementation. “We get the internal engine going by providing awareness. SuccessDay is the platform-independent conduit between the client and the implementation partner. We challenge both parties, ask critical questions and help them get started,” says Tom. This prevents a lot of delays later in the process—and the additional costs—but it also prevents annoyance and resistance. Vera: “An HRIT implementation should not only be limited to HR but should involve the entire organization.”
