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Smart Analytics
Implementation & Tool Selection Guide Human Resources
Step-by-step guide for the implementation of HR software — from requirements analysis to hypercare. Including weighted tool selection evaluation with a compliance focus (data protection, co-determination, pay transparency).
Implementation guide
5 phases from requirements analysis to steady-state operations, including activities, best practices, and deliverables.
Inventory of HR processes along the employee lifecycle and definition of the target concept together with HR, the works council, and IT.
Activities
- Document actual processes (recruiting, onboarding, personnel file, time & absence, payroll, development, exit)
- Quantify manual tasks and media discontinuities (time per process, error rate, follow-up questions)
- Conduct stakeholder interviews (HR, managers, works council, data protection officer, payroll, IT)
- Raise compliance requirements: data protection for applicant and personnel data, deletion deadlines, co-determination, pay transparency
- Prioritize mandatory/optional requirements in the requirements specification and define the target vision of the HR system landscape
Best practices
- Involve the works council from the beginning — the introduction of an HR system is subject to co-determination (§ 87 para. 1 no. 6 BetrVG)
- Involve the data protection officer early: Prepare the processing register and deletion concept in parallel
- Consider managers and employees as user groups — self-service determines the relief effect
Deliverables
- Specification with prioritized requirements
- Process map of the current state along the employee lifecycle
- Compliance requirements catalog including key points for the works agreement