Review process
A new software system is the perfect opportunity to have a spring clean. Ask yourself if you are holding unnecessary information that is clogging up your system. Does the information you keep comply with employment laws like the Data Protection Act? What information about your employees is the most useful? What kind of management reports do you need?

A new system can help save time and money, so you should think about automating time-consuming processes like letter writing and holiday administration.

A good supplier will make suggestions to ensure that even before the project starts, you know exactly what you will get out of it.

Customising your system
During the review process you may decide your system needs customising. For any customisation project, you must review the supplier's interpretation of what you want. Make sure you understand the technical and functional specification documents that explain the upcoming changes. Don't sign anything until you do. Some suppliers will provide a proto-type, so you can review exactly what you are going to get. Without this there is a high probability you'll spend more money trying to fix the work afterwards or even worse, never use it.

If large customisation cannot be avoided, then check with your supplier that at least two members of the support team are briefed so they can support you.

A good supplier should take the time to understand your objectives and suggest ways to meet them without major customisation - to save you costs.

Getting ready for the rollout
Make sure your supplier gives you a detailed project plan, which highlights any areas of risk. They are responsible for managing the project, but should also make it clear what is required of you and when.

You will also need to decide how to transfer your employee data. It may be as easy as hiring a temp to re-key records, or could involve electronically downloading data.

Data downloads can be time-consuming as data could be coming from multiple sources. This must be incorporated into your timeline to avoid missing deadlines.

Staged implementation
Implementing a system too quickly can create many problems. Make sure you have buy-in from the HR team and others who will use the system.

If you have chosen a supplier that offers modular solutions, introduce them in stages to avoid overwhelming people with too much information. Many organisations begin with a standard personnel system as the first phase and then build upon this to prevent changes happening too quickly. Make sure you revisit your most urgent needs and install modules that will handle these needs first.

If introducing a 'workflow' tool to automatically deliver information via e-mail, be careful not to bombard your staff – this will only result in apathy.

If you have purchased an on-line tool to devolve some responsibility to line managers, think about how to engage them properly through internal marketing. Consider having a specific brand identity for the software, a launch day, placing adverts on your intranet or making HR people available to offer advice on how to use it.

Once the system is fully implemented, make sure you return to your initial aims and ensure they have been met.

Training
Training is one area where you simply cannot afford to cut corners. It is vital to make sure that both HR and employees buy in to the software so you get proper use out of it.

It may also be useful to nominate an 'ambassador' to train new starters and don't forget to make use of helplines if your supplier has one.

Finally, make sure you regularly review the system to make sure it meets your original objectives. This way you can easily identify any shortcomings that can sometimes cause disillusionment and lack of use. With expensive software solutions like this it's a risk to the business to have a second and a third go at it. If the launch goes well then you've achieved great things, but this is still only the start and both supplier and client need to work at it to keep the relationship going strong!