Implementing a HR solution in SaaS mode requires anticipation and good collaboration between HRDs (Human Resources Departments) and CIOs (Chief Information Officers): follow IT governance rules in collaboration with the CIO, anticipating external and internal issues, preparing the integration of data, defining liability and security rules, etc. Many elements must be considered before taking on the deployment of such a project. It’s all a matter of anticipation and collaboration!
Drafting the Requirements document in Collaboration with the CIO
As a fundamental step for a project’s successful implementation, preparing the requirements document will encourage everyone to ask all the key questions before engaging with providers. This must obviously be done in collaboration with the CIO and exposes a handful of elements: budget, functional and IT governance requirements, and so on.
SaaS projects are sometimes lost to CIO control, but must likewise reproduce the same levels of governance, just as if the CIOs had managed the entire project themselves.
Such collaboration will make it possible to set the course for the project’s smooth conduct while anticipating technical issues before they arise during the project, thus preventing any delay.
Data Urbanisation: Preparing Interfaces Between Systems
Using a single system to manage all HR processes (compensation, talent management, travel expenses, leave management, payroll, etc.) is rare. As a results, interfaces between systems are a necessity. Which systems should we interface? How do the data transfer happen? Which system will have the master data? Does the data in payroll system, for instance, drive the talent management system, or vice-versa?
Organizing the overall flow of data and how systems are organized are key elements of successful information system planning. Once again, this matter will require collaboration with the CIO, who will probably suggest a hybrid system tailored to the company’s constraints.
Defining Data Flow
What kind of data will be flowing from one software to the other? How often? Who sets the rules of the game in terms of data format? These questions about data flow will enable the definition of an exchange “language” between two systems – in other words, a data format.
For example, within the framework of recruitment, at what stage do we want the new employees to access the company’s HR system? When exchanging a data file, which columns does the information pertain to?
The most mature companies will have already set the rules and processes to to be followed HR teams and software vendors. Others, not yet used to this, will follow the software vendor best practices and rules.
Security issues: Authentication, roles, rights, data hosting…
User roles and rights can be very diverse within a single organisation according to the user’s profile (whether employee, manager, director or HRM). It is hence necessary to list and define them well before starting the project.
Who has the right to connect to the application? What pages can one access? What information can one visualise? How does the user authenticate? How do I know that I am dealing with the right person? Part of the answer lies in the rules of IT governance.
Another key issue is that of localisation and data hosting. Where will the data centre intended for data hosting be located? Of course, the answer depends on the country the company is based in, local legislation, but also requirements specific to the company, which often imposes data hosting in a country of its own choosing. Make sure that the software vendor you are using has data centres in the countries that can be of interest to you.
It is the CIOs who defines the level of service to expect from the SaaS vendor. For instance, the CIO will establish attended response time– that is to say, the maximum amount of time a software page will take to load – or the responsiveness expected from the vendor, in the event of an incident. In addition, CIOs reserve the right to audit the SaaS vendor, to verify its quality management process, or to perform system penetration tests at any moment.
A talent management solution is generally one system among many others. There lies the difficulty for the software publisher, who must show flexibility over every one of these points. It is the challenge we face daily to ensure a positive experience for HR teams and users, all while respecting CIO governance rules!
Talentsoft is the European leader in Cloud-based talent management software. Its solution enables the efficient steering of recruitment, training, performance, competencies, careers and collaborator compensation.
Complying with European specifications and global HR issues, the Talentsoft solution is used by four million users in over a 100 countries. With its functional depth and unique flexibility, it meets all types of corporate needs, no matter their domain of activity or worldwide location.