The total duration of an HRIS project
Setting up a Human Resources Information System (HRIS) is a complex project. It requires meticulous planning and careful execution. The duration of an HRIS project varies considerably, depending on the size of the company, the complexity of existing HR processes and the scope of functionality required.
In large companies, a complete HRIS project often takes several months or even over a year to complete. But with My Intranet HRIS, this timeframe is greatly reduced thanks to the simplicity of its implementation. For a company with 100 employees, the installation and configuration phase usually takes less than a week.
Gathering requirements
User interviews
User interviews help us to gain an in-depth understanding of the needs of the employees and managers who will be using the future system. Interviews with various company players, such as HR managers, operational managers and employees, help identify current expectations and challenges.
During these interviews, the project team gathers detailed information on existing HR processes, friction points and opportunities for improvement. We advise you to involve a wide range of users to ensure that the HRIS will meet the needs of all departments.
This phase is an opportunity to identify potential resistance to change and to start preparing employees for the adoption of the new system.
Duration : 1 to 8 weeks, depending on the size and complexity of the organization.
HR process analysis
This phase involves a thorough examination of all aspects of human resources management, from personnel management to expense claims, training and skills development.
The project team must map current workflows, identify bottlenecks and suggest potential improvements that the new HRIS could bring. These improvements are part of the benefits of any HRIS.
This analysis not only helps to understand the company’s HRIS needs, but also to identify opportunities for automating and simplifying tasks.
No aspect of HR processes should be overlooked. The involvement of the IT department is often necessary at this stage to assess the compatibility of existing systems with the future HRIS, and to anticipate potential technical challenges.
Duration : 1 to 8 weeks, depending on the number of processes to be mapped
Creation of specifications
The creation of the specifications is a key stage which crystallizes the results of the previous phases into a comprehensive document. This document details the functionalities required, the technical specifications, the budgetary constraints and the expected timescales for the HRIS project. The drafting of precise specifications is crucial to the success of the project, as it will serve as a reference throughout its implementation.
It calls for close collaboration between HR teams, the IT department and the company’s various departments. The specifications must not only reflect current needs, but also anticipate future changes in the organization.
It must include performance criteria, HR data security requirements and specifications for integration with other company information systems. A well-developed specification is a key factor in choosing the right HRIS and implementing it successfully.
Duration : 1 to 4 weeks
Choosing the right HRIS
HRIS software demonstration
The HRIS solution demonstration phase gives you the opportunity to evaluate the different options available on the market. During this phase, HRIS software suppliers are invited to present their products to the project team and to the company’s key decision-makers.
During these demonstrations, you’ll be able to visualize the functionalities offered, the ergonomics of the user interface and the system’s ability to meet the needs identified in the specifications.
Again, this phase lasts several weeks, depending on the number of solutions to be evaluated. The choice of HRIS will have a long-term impact on the efficiency of HR processes. Demonstrations should cover all relevant modules, from personnel management to talent management, including working time and expense reports. The project team will take the time to assess the flexibility of the proposed solutions and their ability to adapt to future changes in the company.
Duration : 1 to 4 weeks
Sending of specifications
Sending the specifications to potential suppliers marks the start of the formal HRIS selection phase. This document, result of a meticulous process of gathering requirements and analyzing HR processes, enables software publishers to gain a precise understanding of the company’s expectations. It serves as the basis for an objective comparison of the various HRIS solutions on offer, and guides suppliers in the preparation of their bids.
This stage, although relatively short in terms of time, is fundamental to the rest of the project. It requires clear communication and reasonable deadlines to enable suppliers to prepare detailed, relevant proposals.
The project team must remain available to answer suppliers’ questions and provide clarifications if necessary. This phase is an opportunity to begin assessing the responsiveness and professionalism of the various suppliers. These criteria will influence the final choice of HRIS.
Duration : 2 to 4 weeks
Bid analysis
Analysis of the bids received takes several weeks. It enables you to determine the budget required for your HRIS project. This phase involves a careful examination of each proposal to assess its compliance with specified requirements, its value for money and its ability to integrate into the company’s existing ecosystem.
The project team, in collaboration with the IT department and HR managers, compares the functionalities offered, the acquisition and maintenance costs, and the proposed implementation timescales.
This analysis is not limited to the technical and functional aspects of the HRIS. It also takes into account the supplier’s track record, reputation in the market and ability to support the company over the long term.
Customer references and feedback from other companies using the solution are invaluable at this stage. The aim is to narrow down the list of potential candidates to two or three finalists. They will then undergo a more in-depth evaluation, possibly including tests or a proof of concept.
Duration : 4 weeks
Contract signature
You’ve selected your future HR tool. You will now sign a contract with the selected service provider. This contract specifies :
- the commitment period
- the price for using the service and the various options
- the responsibilities of each party
Duration : 1 to 4 weeks
The implementation phase
System installation
Installation of the HRIS system marks the concrete start of the implementation phase. This stage varies in duration and complexity depending on whether the HRIS is hosted in the cloud or on site.
For an on-premise system, installation involves setting up the necessary hardware and software infrastructure, which can take several weeks. In the case of a SaaS solution, the process is much faster, but requires specific attention to data security and access configuration.
During this phase, close collaboration between the project team, the IT department and the HRIS supplier is essential. We need to ensure that the system is properly integrated into the company’s existing IT environment, that security protocols are in place, and that system performance meets expectations.
This stage includes setting up test and production environments, essential to guarantee a smooth HRIS roll-out.
Duration : from a few hours for My Intranet HRIS in SaaS mode to several months for a standard HRIS software hosted on the customer’s premises
HRIS software configuration
HRIS configuration enables the system to be adapted to the company’s specific needs. This phase involves customizing modules, defining workflows, creating user profiles and adjusting parameters to reflect the organization’s HR processes.
The duration of this phase varies considerably, from a few days to a few weeks, depending on the complexity of the requirements and the level of customization required.
During this phase, the project team works closely with the HRIS supplier’s experts to ensure that each feature is correctly set. System configuration is carried out in such a way as to optimize HR processes while remaining true to the company’s practices and culture.
This stage includes setting up interfaces with other company information systems, such as payroll or financial management tools. Extensive testing is carried out at every stage of configuration to ensure that the HRIS meets expectations and operates optimally.
Duration : from a few hours to a few days with My Intranet HRIS, up to several months for some HRIS systems
This is the maximum duration in days for the implementation phase of 95% of My Intranet HRIS projects for less than 500 employees.
Data transfer
Data migration involves transferring existing HR data to the new system. This step is often complex and time-consuming, especially if the data is scattered across different systems or formats. The duration of this phase can range from a few weeks to several months, depending on the volume and quality of the data to be migrated, and the complexity of the transformations required.
This stage requires careful planning and close coordination between the project team, the company’s data experts and the HRIS editor’s specialists. You will define a migration strategy that guarantees the integrity and confidentiality of HR data throughout the process.
This phase includes verifying and cleansing data, harmonizing formats and resolving inconsistencies. Rigorous tests are carried out to ensure that all data has been correctly transferred and is accessible in the new system. Successful completion of this stage guarantees the reliability and efficiency of the HRIS right from the start.
Duration : 1 to 16 weeks, depending on the volume of data to be transferred
User training
User training is a key factor in the successful adoption of a new HRIS. This phase aims to familiarize employees, managers and HR professionals with the system’s functionalities and interface. The duration of this stage ranges from a few days to a few weeks, depending on the size of the company, the number of users to be trained and the complexity of the HRIS.
A comprehensive training plan is drawn up, taking into account the different user profiles and their specific needs. Training sessions include webinars, online tutorials and user manuals.
You must not underestimate this phase, as proper training will maximize the use of the HRIS and the expected return on investment. Training should not only cover the technical aspects of the system, but also explain how the HRIS fits into the company’s overall HR processes. This stage provides an opportunity to gather initial feedback from users, and to adjust the system if necessary before full deployment.
Duration : 1 to 4 weeks
Summary of HRIS project duration
| Step | Sub-step | Duration |
|---|---|---|
| Gathering requirements | User interviews | 1 to 8 weeks |
| HR process analysis | 1 to 8 weeks | |
| Creation of specifications | 1 to 4 week | |
| Choosing the right HRIS | HRIS software demonstration | 1 to 4 weeks |
| Sending specifications | 2 to 4 weeks | |
| Bid analysis | 4 weeks | |
| Contract signature | 1 to 4 weeks | |
| Implementation phase | System installation | From a few hours to several months |
| HRIS software configuration | From a few hours to several months | |
| Data transfer | 1 to 16 weeks | |
| User training | 1 to 4 weeks |
In the end, the duration of a project ranges from a few weeks to several months. Since 2008, we have carried out a considerable number of projects, and for medium-sized organizations, it often takes no more than a few days to 3-4 weeks. It takes longer when the solution is used in an international context, with widely varying operating rules.
