8 Weeks to Going Paperless in HR

The decision has been made—your organization is going paperless by adding web-based forms and workflow to your Sage HRMS system. It’s exciting, and you’re eager to start. The question is: “What’s next?” 

After establishing a start date, you and your implementation partner will begin an eight-week series of meetings leading up to the go-live.

Preparation is key

Abraham Lincoln put it this way: “Give me six hours to chop down a tree, and I will spend the first four sharpening the axe.” Eight weeks may sound like a long time, but in-depth preparation means a smooth, successful transition. Extending sessions over a two-month period helps avoid interruptions to your work day and ensures better retention of knowledge on this product. If eight weeks doesn’t work for you, we can adjust the timeline according your organization’s needs.

Our weekly meetings

Each week, project members will meet to discuss that week’s agenda. Homework assignments are given to appropriate team members for completion before the next meeting. Here’s a high-level breakdown of the typical activities involved in those eight weeks leading up to going live with the software:

Week 1: Attend a kick-off meeting

• Identify client project team members and effectively communicate roles and responsibilities to ensure the project plan is understood by all.
• Identify initial list of actions to deploy.
• Identify who will approve the various actions.
• Review project plan, establish the project timeline, and schedule meeting dates.

Week 2: Install the Software

• Assist IT staff with the installation.
• Transfer knowledge regarding the architecture of Sage HRMS HR Actions and its relation to the Sage HRMS database.
• Test the installation to assure hardware, operating system, SMTP service, network configuration, and disk space are sufficient and set up properly.
• Begin normal backup routines on the database.

Week 3: Set up parameters and start planning

• Train project team on core Sage HRMS HR Actions concepts to facilitate planning and the set up of core system parameters.
• Configure HR Actions with preliminary settings to facilitate form building and testing.

Week 4: Conduct the form planning workshop

• Train on configuring default forms or creating new ones.
• Convey form design best practices and discuss transition from paper to web-based forms process.
• Complete the planning process and document form attributes.

Week 5: Test and refine forms

• Verify that each form is designed properly and will behave as expected from initiation, approval, saving to Sage HRMS, and retrieving completed actions.
• Refine the attributes and configuration of forms based on test results.

Week 6: Administrator training and preparation for go-live

• Assure Sage HRMS HR Actions is ready for go-live in a controlled manner using a test group of users.
• Assure users are ready to go live.
• Develop communications and employee/manager training materials in preparation for go-live.

Week 7: Test roll-out of groups

• Go live with Sage HRMS HR Actions in a controlled manner with a test group of users.

Week 8: Go-live

• Go live with Sage HRMS HR Actions for all users.

Questions?

For more information and additional questions on what’s involved with moving your organization to paperless workflow with Sage HRMS HR Actions, please contact us.