As many organizations are well aware, migrating to a new HR or Human Capital Management system is usually a long, perilous, expensive and frustrating journey.
All too often, HR analysis and line managers must sift through thousands of positions in an effort to fit the old organizational data into the requirements of the new HR system. In effect, they're forced to serve the new system, instead of the other way around - manually juggling spreadsheets, Access databases, org charts and custom reports. It's work that is traditionally labor-intensive, error-prone and almost always leads to project delays and budget overruns.
In addition, numerous initiatives occur that require changes to existing organizational data before it is loaded into the new environment. Some examples include:
" Business Process Reengineering - New system implementations typically trigger a number of process changes that require changes to underlying data, such as new pay grade structures, new standardized job titles, realigned cost centers and even entire corporate reorganizations.
" Legacy Data Issues - Organizational data contained in the existing HR system will likely contain numerous issues that need to be analyzed and corrected, including inaccurate data, compliance issues such as circular reporting relationships, absent data and non-standard data stemming from multiple data sources. Many companies don't even have accurate reporting relationships for people and positions, which adds another layer of complexity to the situation.
" System-centric data requirements - Legacy organizational data must be reshaped to conform to new system-specific data requirements. Every HR system has special data requirements, so this requires additional analysis & changes to be made.
The key to smoother, faster, less-expensive HR implementations is a visual, collaborative solution called Organizational Data Transformation (ODT). Aquire, the global leader in workforce planning and management software, has highlighted everything companies need to know about ODT and how to make it work for them using a centralized, collaborative web-based ODT system.
How does Organizational Data Transformation (ODT) work?
A robust ODT solution provides an easy-to-use online environment that helps teams visually analyze and manipulate organizational data. Simple drag-and-drop capabilities simplify organizational changes and powerful forms centralize data entry. These systems are highly collaborative, so the work can be easily divided and approved. Progress tracking of the migration is automated so everybody knows who's hitting their deadlines and who isn't. Another key aspect of these solutions is to handle recurring data updates of day-to-day organizational changes which occur throughout the duration of the project. This keeps data current throughout a project's lifecycle, boosting efficiency and reducing risk of project failure.
How does ODT reduce the risks and challenges of HR implementations?
Companies can expect an implementation time saving during data migration efforts of 20 to 40 percent, as well as equal cost reductions when compared to the labor-intensive use of alternative methods and generic tools. Management worries can also be reduced, thanks to far fewer data entry errors, better alignment of organizational structures, significantly lower project expenses, improved security, reduced risk of project failure and ultimately better user adoption of the HR/HCM system due to on-time delivery and accurate data.
In addition, systems need a way to collect and integrate a lot of information about the workforce, which makes hierarchical security vital. Unfortunately, most data conversion packages simply automate the changing of codes, etc. With their ability to offer hierarchical security, ODT solutions reduce many of the risks commonly associated with collecting and storing new information such as reporting relationships or performance ratings for a large percentage of the workforce.
What about security and compliance?
When individual managers are sharing confidential workforce data (performance grades, compensation data, access privileges, etc.), security breaches are a real danger. The danger increases when traditional data transformation processes are employed. Security breaches surface when emails are sent out, documents are left on printers, reports are accidentally sent to unauthorized parties, etc.
Robust ODT solutions enable organizations to set specific access privileges and rights for all users. That means people can only see what they are authorized to see and the data cannot be distributed in an unsecured, unauthorized fashion. This helps maintain compliance with corporate governance and industry-specific workforce regulations.
What are the benefits of ODT?
ODT is more than just data conversion or migration - it's about business changes, a complete conversion in the way organizations turn information into results. By deploying software that enables Organizational Data Transformation, and then adhering to best practices, organizations can benefit from:
" Centralized data and Web-based access
" Automated tracking and monitoring
" Hierarchical security that ensures data is changed by the correct owner
" Higher rates of data accuracy and awareness due to visualization
" Faster implementations that consume fewer resources
" A reduction in the need for technical resources
Because it is visual and collaborative by nature, ODT can provide organizations with a competitive advantage. An HR implementation no longer has to automatically mean cost overruns, delays, compliance issues and other nightmares that arise from the chaos of manual migrations.
This informational data sheet has been developed by Irving, Texas-based Aquire, Inc., the leader in visual workforce management solutions. The original is available at https://crm.hr.com//en?i=1116423256281&s=&t=/Default/openExternalURL&url=aHR0cDovL3d3dy5hcXVpcmUuY29tL3ByZXNzL2RhdGFzaGVldHMvb3JnX2RhdGFfdHJhbnNfZGF0YV9zaGVldC5wZGY%3D". For more information on Aquire, visit www.aquire.com or www.orgpublisher.com.
