CREATE GOOD SYSTEM DOCUMENTATION
Set your team up for success by creating good documentation. Vendors typically provide some sort of a generic user guide or system overview document, but after the initial implementation this document rarely is referenced. Why? Usually it is due to the fact the document is too general and doesn’t address how the organization has actually implemented and is using the system and specific functional areas or modules. So, create an internal training manual or user guide specific to your organization, complete with screen shots, detailed descriptions on how the organization uses specific functionality (e.g. fields, tasks, workflows, security, etc.) and a checklist of related tasks needing to be performed (both inside or outside of the system). Add in any internal charts or guidelines that the team may frequently reference, such as a list of which employee types are eligible for which benefit plans, special notes on when and how custom fields should be used, or any data rules specific to the organization. Include any notes relating to processes and the frequency in which these processes are utilized. For example, some processes may only occur annually (e.g. open enrollment, performance evaluations and salary planning) whereas others may happen monthly (e.g. interfacing data to payroll, distribution of management reports, etc.).
CONDUCT NEW TEAM MEMBER TRAINING IN PERSON
In addition to good documentation pertaining to your HRIS, data and processes, whenever possible, conduct training for new team members in person. Although you may think your HRIS process documentation is “good” and up-to-date, with face-to-face training the chances of misunderstanding and misinterpretation are lessened considerably. Not to mention, nothing can replace the personal element to the real-life interaction between you and a new colleague. I also recommend only granting access to a new user once training has been completed. Keep in mind, training is an ongoing task to be revisited frequently and your internal HRIS documentation should be a living, breathing document, ideally in a place where all users can access it at any time.
CREATE VALIDATION RULES FOR ENTERING DATA INTO YOUR HRIS
Validation rules verify that the data a user enters meets the standards specified before the information can be saved. Establishing data validation rules prevents data errors from occurring in the first place. There could be validation rules to warn the user if the employee is not eligible for a benefit plan, if birthdate is missing or if an employee’s rate of pay is outside of their grade range. Warning messages could be created to notify the user if a phone number is not entered in the company’s standard format (i.e. 1.987.555.1212 vs. 987-555-1212) or if the postal code does not follow a specific country format (i.e. Canadian postal code is a six-character A1A 1A1, where A is a letter and 1 is a digit).
If validation rules are not possible, utilize the system’s reporting function to create queries for the administrator to run highlighting data entry errors or omissions. Create reports that help team members not only stay organized, but on top of the data for which they are responsible. For example, create a report showing all people on leave with their expected return-to-work date and a comment if the date is upcoming or in the past. Or, a report which prompts the user for a date range of new hires and whether or not the I-9 information for this new hire is complete.