How to take advantage of a change in organization to switch from HR administrative management to a service portal focusing on employees

As experts in change management, HR departments are on the front line when it comes to mergers and acquisitions. During a merger, HR management solutions are an especially efficient way of harmonizing HR processes and the various statuses of employees.

In a project to merge three companies, the new company that emerges will replace the three separate Human Resource Information Systems (HRIS) with a new shared HRIS that focuses on the employee experience. The new HR platform implemented is meant to encourage employees’ autonomy so they can interact more easily with HR. In the past, the tools provided to HR were meant for HR professionals only, so they could handle payroll and administrative documents.

Building a new HRIS as collective bargaining continues

Opening the HR information system up to a larger population of employees during a merger will produce a lot of questions during the course of the project. A number of parameters must be integrated. These parameters are based on collective bargaining between management and employee representatives. It is therefore preferable to set up several batches one after the other, with a set of related features that can be modified according to how the collective bargaining process goes. Studies, setup and acceptance phases need to be scheduled from the start.

A large-scale change management project

These are often huge projects that can last several years and include participation from HR as well as IT and management. A test population of employees should be involved from the start of the project to make acceptance easier. Also, consultants from outside the company are often brought in to handle project management.

Aside from the assistance it provides in terms of standardizing internal processes, the new HRIS with a portal dedicated to employees would become the basis for building a strong shared culture that would focus on the employees from all the companies involved in the merger.

 Are employees the end users of HR services?

In the new company, the employee portal can be used to submit suggestions based on the employee’s profile and the context. The focus is on the employee, who can at any time request, for example, certificates from their employer. The system will thus automatically produce the document requested. Employees can also easily find the right person to contact.

With the new portal, HR services can save time and increase productivity and focus on important tasks and not have to deal with administrative paperwork.

It is also important to be able to set up a user interface that provides access to other platforms in the company, such as employee savings schemes or talent management and training. Such a user friendly interface would allow employees to directly access several HR services and features to handle their personal and professional data and their career. The interoperability of the various interfaces and tools would ensure that employees could have a better understanding of how Human Resources operates, since they will be highly involved throughout the entire course of their career within the company.

The new HRIS has become a powerful, shared communication tool for HR services and employees, because it focuses on HR and its tasks within the company. HR’s image has thus been modernized and its role better understood. HR departments are no longer dedicated to only managing payroll, but are now offering services to employees thanks to modern technology.