A common mistake that many companies make with HRIS is failing to consider ongoing HRIS maintenance after implementation. Many companies simply assume that the human resources department will take care of HRIS maintenance, without allotting any additional time or staff to the department to help with this (sometimes monumental) task.
Failing to properly plan for HRIS maintenance can have disastrous consequences such as information leaks or losses, so it is important to make sure a plan is in order before implementation is even complete. Understanding when to perform maintenance, what maintenance is necessary, and who should perform tasks can help to keep the HRIS running smoothly.
Monthly Maintenance Needs
At least once a month, maintenance should be done on HRIS systems to fix bugs in coding and configuration and to apply vendor maintenance upgrades. These corrections and upgrades may be done by an in-house HRIS specialist or by the vendor, depending on the HRIS contract and the organizational structure. As changes are made to the system, employees and managers may need to be trained to adapt to the changes, so training costs and additional staffing needs should be factored in for this as well.
Quarterly Maintenance Needs
About once every three months the system’s security access should be reviewed and fine-tuned by either in-house or third party professionals. Reviews should be conducted by managers to make sure that the system is still meeting objectives and changes should be made if needed. About three months after HRIS implementation, subsequent installation phases should be put into action if necessary, but these needs should not have to be repeated.
Biannual Maintenance Needs
At least once every six months, obsolete reports, functions, and features should be purged from the system to keep information and dashboards well organized and running smoothly. New vendor products should be reviewed for possible upgrades to keep up with technology trends. These functions should be completed by an employee that is very tech savvy and familiar with both the system in use and the organizational needs.
Annual Maintenance Needs
At least once a year, the system should be reviewed to make sure that all relevant compliance needs are being taken care of. As new legislation is put into effect, these needs may change, so periodic maintenance may be required in addition to annual maintenance. Terminated employee records should also be purged once every year.
Vendor Conferences and Meetings
Vendors often hold meetings and conferences, but the frequency of these may vary. For best results, companies should attend these meeting and conferences whenever they are held. Meetings are often held quarterly, conferences annually, and these can be extremely informative and can help maintain HRIS solutions to higher standards than would be possible otherwise.
Maintenance Needs after Several Years
Every two to three years, companies should expect to do a full overhaul of their system. A third party should be brought in to evaluate the effectiveness of the system and provide tips for upgrades and improvements. Based on the results of the third party evaluation and an in-house evaluation done by key employees, HRIS software should be upgraded or altered to meet the newly defined needs.