Timeline for HR Software Implementation: What to Expect

If your organization is considering implementing an HR software system, you’re likely wondering how long the process will take. 

Many business and HR managers find themselves balancing the need for a streamlined, efficient HR system with concerns about the complexity and duration of the implementation process. 

If your goal is to have the new HR system up and running before the end of the calendar year, it’s essential to understand the factors that affect implementation timelines and whether it's realistic to meet that deadline.

In this post, we’ll explore the factors that influence the HR software implementation timeline, outline each phase of the process, and discuss what you can do to expedite implementation to meet your business needs before the year's end.

What Factors Influence HRIS Implementation Timelines?

The time it takes to implement a Human Resources Information System (HRIS) depends on several factors that vary from company to company. These factors can greatly impact the timeline, making it important to understand how each one can affect the overall process.

1. Business Size

The size of your business plays a significant role in determining how long the implementation will take. Small and medium-sized businesses (SMBs) typically have simpler needs and fewer employees, which makes the implementation process quicker. Large enterprises, on the other hand, often require more complex configurations, especially if there are multiple departments, locations, or divisions with varying requirements.

For smaller organizations with 50 to 200 employees, the implementation timeline may be on the shorter side of the spectrum, usually around 3 to 4 months. Larger organizations with thousands of employees could see their timeline extend to 6 months or more, especially if they require a highly customized solution.

2. Scope of Implementation

Another key factor is the scope of the HRIS implementation. Are you planning to implement just the core HR functions, such as performance management and onboarding? Or are you looking for a more comprehensive solution that includes advanced modules like analytics and payroll?

Implementing only core HR functions typically takes less time because these systems are more standardized and require less customization. On the other hand, implementing a fully integrated HR system with advanced features can take significantly longer, as each module may require its own configuration, testing, and training. 

If you are on a tight timeline but want to have advanced features, a phased approach, where core HR functionalities are implemented first, and other features are added further down the road, is another option that we will cover later in this article.

3. Existing Infrastructure and Systems

Your current infrastructure also impacts how long the implementation will take. If your existing systems are compatible with the new HRIS and integration is seamless, the timeline can be shortened. However, if you have outdated or incompatible systems, there may be additional work required to ensure that data can be transferred smoothly and the systems can communicate with one another.

For businesses with legacy systems, data migration can become a lengthy process. Ensuring that all data is clean, accurate, and properly formatted before it is transferred into the new system can take time, especially if the existing data is scattered across different platforms or departments.

4. Vendor Support

The level of support provided by your HRIS vendor will also affect the timeline. Some vendors offer hands-on implementation services and support, including project management, system configuration, data migration, and training. Having access to experienced implementation specialists can make a significant difference in how quickly the project progresses.

On the other hand, some HRIS solutions rely more heavily on self-service implementation, where the burden of configuration and setup is placed on your internal team. If your company has limited internal resources or experience with HRIS implementation, this can significantly slow down the process.

5. Customization Needs

Finally, the degree of customization required will influence the timeline. Off-the-shelf HRIS solutions are faster to implement than those that need extensive tailoring to meet specific business requirements. If your company has unique workflows, approval processes, or reporting needs, these customizations can take time to develop and test, adding weeks or even months to the timeline.

What's a Realistic Timeline for Implementing HR Software?

When considering all of the factors and phases involved in HRIS implementation, the average timeline from when you start researching your needs and vendors to going live is typically 3 to 6 months. For smaller businesses with straightforward HR needs, the process may be closer to the 3-month mark. For larger organizations with complex requirements, it could take closer to 6 months — or even longer, in some cases.

Typical HRIS Implementation Phases

The HRIS implementation process generally follows a series of standard phases, each with its own tasks and timeline. Understanding these phases will help you better estimate how long the entire process will take and what to expect at each step.

1. Discovery and Needs Assessment (1-2 Weeks)

The first phase of HRIS implementation is the discovery and needs assessment phase. This is where your team works with the vendor (or conducts an internal assessment) to define your business’s specific HR needs and goals. During this phase, you’ll assess your current HR processes, identify areas for improvement, and determine what features and functionalities are essential in the new HR system.

This phase usually takes about 1 to 2 weeks, depending on how clear your business goals are and how many stakeholders are involved in the decision-making process. Having well-defined goals from the start will help streamline the rest of the implementation process.

2. Vendor Selection (2-4 Weeks)

Once you have a clear understanding of your HR needs, the next step is selecting the right HRIS vendor. During this phase, you’ll research different software options, request demos, evaluate pricing, and potentially conduct a request for proposal process to compare vendors.

This phase can take anywhere from 2 to 4 weeks, depending on how many vendors you’re considering and how complex your evaluation process is. If you have a long list of requirements and are evaluating multiple vendors, this phase could take longer.

3. Configuration and Setup (4-6 Weeks)

After you’ve selected your HRIS vendor, the next step is to configure and set up the system according to your business needs. This involves customizing workflows, setting up user roles and permissions, and configuring modules based on your specific HR processes.

For simple, out-of-the-box configurations, this phase might take around 4 weeks. However, if your company requires significant customization, it could take up to 6 weeks or longer. The more complex the configuration, the more time will be required to ensure that everything is set up correctly.

4. Data Migration (2-4 Weeks)

Data migration is a critical step in the HRIS implementation process. This is when all of your employee data — such as personal information, payroll history, and benefits records — is transferred from your old system(s) into the new HRIS. Depending on the volume of data and the complexity of the migration, this phase can take anywhere from 2 to 4 weeks.

If your data is clean, accurate, and well-organized, the migration process will be smoother and faster. However, if there are inconsistencies or data errors, additional time may be needed to clean and format the data before it can be imported into the new system.

5. Testing and Training (2-3 Weeks)

Once the system is configured and the data is migrated, the next step is testing and training. During this phase, your team will test the system to ensure that it works as expected and that all of the configurations and customizations are functioning properly. Any bugs or issues discovered during testing will need to be resolved before moving forward.

At the same time, your HR staff and any other system users will need to be trained on how to use the new HRIS. Training typically takes 1 to 2 weeks, depending on the complexity of the system and the number of users who need to be trained. Some vendors offer in-person training sessions, while others provide online training modules or self-paced courses.

6. Go-Live and Post-Implementation Support (1 Week to Ongoing)

The final phase of the HRIS implementation process is the go-live phase. This is when the new system is officially launched, and all users begin using it for their day-to-day HR tasks. The go-live phase usually takes about one week, during which time the vendor provides ongoing support to address any issues that arise and ensure a smooth transition.

Post-implementation support is often provided for a period after the go-live date, allowing users to troubleshoot any problems and adjust to the new system. This support phase can last anywhere from a few weeks to several months, depending on the vendor and the complexity of the implementation.

Can Implementation Be Done Before the End of the Year?

Given that the current time of year is likely a consideration, many HR managers are wondering if it’s possible to complete an HRIS implementation before the end of the calendar year. The answer is: it depends. If you start the process sooner rather than later and choose an out-of-the-box software with solid implementation and support, it’s possible to have an HRIS system up and running by year’s end. However, there are several factors to consider:

Expedited Timelines for Core Functionality

If your primary goal is to have core HR functions — such as payroll, time tracking, and benefits management — implemented by the end of the year, this is achievable with a focused, streamlined approach. To do this, you would need to:

• Choose a pre-configured HRIS solution: Opt for an all-in-one solution that requires minimal customization to get up and running.

• Limit the initial scope: Focus on implementing the most critical modules first, such as payroll and time tracking, and save more advanced features for later.

• Work closely with your vendor: Collaborate closely with the HRIS vendor to ensure that the implementation process stays on track and any issues are addressed quickly.

Phased Implementation Approach

Another option is to take a phased approach to HRIS implementation. In this scenario, you would implement the core functions by the end of the year, then roll out additional features in stages throughout the following months. For example, you might start with payroll and time tracking, then add performance management and employee engagement modules in the next year.

This phased approach allows you to meet your immediate HR needs while giving your team more time to implement the full system.

Tips for a Faster HRIS Implementation

If you’re aiming for a quicker implementation, here are some tips to help you stay on track:

• Clearly define your goals and requirements: Knowing exactly what you need from your HRIS will prevent scope creep and help you make faster decisions.

• Assemble a dedicated project team: Assign a project team to oversee the implementation and keep things moving forward. Having internal stakeholders who can make decisions quickly will speed up the process.

• Collaborate closely with your vendor: Strong communication and collaboration with your vendor are key to staying on schedule. Be sure to ask for regular updates and keep the lines of communication open.

• Prepare for change management: Ensuring that your HR team and employees are ready for the new system will prevent delays. Provide training early and keep communication open throughout the transition process.

Final Thoughts

Implementing an HRIS is a multi-step process that typically takes 3 to 6 months, depending on the size of your business and the complexity of your HR needs. While this timeline might seem daunting, it’s possible to expedite the process by focusing on core features and working closely with your HRIS vendor. If you’re aiming to have a new HR system in place before the end of the year, now is the time to get started. By following the steps outlined above, you can ensure a smooth and successful implementation that meets your company’s needs.

Ready to take the next step to simplify your HR processes and get your HR software up and running before the year ends? At GoCo, we specialize in providing user-friendly HR solutions that can be implemented quickly without sacrificing functionality. Whether you’re a small business or a large organization, our team of experts will guide you through every step of the implementation process to ensure a smooth transition. Don’t wait —  book a demo to chat with a GoCo expert and learn how we can help streamline your HR operations before the year is out!