Tenant Optimizer: This is how to get the most out of your HRIT system
Purchasing an HRIT or HCM system is a costly business. People often think that the arrival of the system will make all the problems go away. However, in retrospect it often turns out that switching systems did not deliver what organizations had expected. Which is a shame. With the Tenant Optimizer, SuccessDay can identify areas of improvement and offer support in solving bottlenecks. That way you always get the most out of your HRIT system.
A tenant is nothing more, nothing less, than the software environment used by an organization. In the case of an HR Information System (HRIS), this may include Workday, SuccessFactors of SAP, Ceridian Dayforce or Oracle HCM. After the package selection, a preparatory phase takes place in which a technical implementation partner is sought, all data and processes are standardized, and the organization is prepared for the implementation of the new package. The implementation itself can also take a considerable amount of time and is usually done in several phases. But that’s not all, as there is still a need for (technical) support and aftercare following implementation.
A time-consuming and costly process, it is only logical that organizations want to get everything out of the new HRIT system. Nevertheless, this does not always happen—as Mathias Pauwels, Managing Consultant at SuccessDay points out. “It’s often quite a challenge to stay completely up-to-date in the years after an implementation, to carry out all the new updates and releases, to implement the planned roadmap with functionalities, and to immerse yourself in the new features. This is mainly because it has to be done in addition to the hectic day-to-day business—and because IT systems are often far removed from HR professionals and most end users of the system—this is often overlooked”, says Mathias.
Always room for improvement
As a result, the user experience with HCM packages is less than optimal. Although expectations are high, in practice they are rarely met. Another reason is that there is a lot of time pressure during implementation—which means that choices are not well considered—or that people think: ‘we’ll work this out later’. These kinds of things are often forgotten or there is simply not enough time. This does not necessarily mean that the choice for a certain package was wrong or that the same problems will not occur again with another package. Some bottlenecks are relatively easy to resolve, others will require a bit more time, but according to Mathias, there is almost always more to be gotten out of an HRIT/HCM system. “Even if there is nothing to complain about with the configuration—there is always room for improvement.”
Organizations often lack specific knowledge in this area, or their own staff don’t have time for it. SuccessDay takes care of optimizing their HRIT or HCM environment. With Tenant Optimizer we take a close look at the current configuration and check whether it matches your business, and the needs of your employees. We also look at how the system is currently being used and where there are improvements to be made. In doing so, we look at whether the security set-ups are being used as they should, and whether the data protection tools of the system are being used. That way we check whether you are getting the most out of the software tool. Mathias: “We also seek input from end users. They can very accurately explain ’the good, the bad and the ugly’ of the system or processes. Part of our methodology is to interview both end users and specialists, such as administrators. We map out in which way the customer’s business is represented in the system. Effectively, we ask two basic questions: 1) Is this in line with what you want and if not, is this possible at all? and 2) Are you up-to-date with the latest releases and features?” To conclude, a survey is conducted among all employees.
Management Summary, roadmap and heatmap
This results in a clear Management Summary, in which we zoom in on the user experience, the process analysis, the configuration analysis, and the customer feedback (both qualitative and quantitative). In addition, SuccessDay develops a roadmap with areas for improvement, where priorities are established in close consultation with the customer. Finally, a heatmap is provided, in which both what is going well and what is not going well are highlighted, so that the customer can see how the organization is doing, at a single glance.
Assistance with troubleshooting
Mathias: “Next, we can offer support in troubleshooting the problems identified. For example, in reviewing the configuration, where we can adjust the configuration, do the testing and take it live together.” Furthermore, SuccessDay helps with the creation of job catalogues and a governance model, in which ownership and decision-making powers are assigned—but you can also think about training people in the use of the system or guiding change management processes, for example. Finally, additional tools can be implemented to help with user adoption of the system, and in addition we can provide reference guides for customers.
What Mathias enjoys most about his job is the combination of technology and helping the business along. “An HRIT system should be an extension of your HR organization. It is a means to an end, not an end in itself. And after such a substantial investment in a new HRIS, you naturally want to get the most out of it. We’re happy to help you with that.”
More information about Tenant Optimization?
Feel free to contact us!
