How can you keep track of the progress of your HR digitisation project? Keeping an eye on your performance indicators is a good start. Being able to analyse them quickly and increase efficiency is even better. Learn how to detect anomalies and spot trends to give you a greater overview and lead you to a successful HR digitisation project. Without ever forgetting that the devil is in the details.
Using data to measure and manage your HR digitisation project
“I wanted to be able to monitor various indicators such as the activation rate of employee vaults, the volume of eSignatures, and the distribution of archived files to distinguish pay slips from other documents," explains Geoffroy Lacan, HRIS functional manager at Vinci Energies. “To put it simply, I wanted to know if HR digitisation was underway or if it was limited to the digitisation of payslips.”
An HR digitisation project undeniably requires the tracking of many KPIs to measure efforts undertaken: to identify progress but also bottlenecks and, if necessary, to take corrective action. To be as effective and responsive as possible, it is important to have this data quickly available in order to monitor the project's progress in real time.
Each HRIS project asks that the data collected can speak for itself in order to ensure that the direction taken is in line with a company's specific requirements. Assuming of course, that reliable and up-to-date data is available.
Analytics: trend detection or attention to detail
You may have a strong HR process in place, but that doesn't necessarily mean that employees will understand and follow it. By regularly monitoring data, it is possible to measure the adoption of a new tool or process by the end users, in this case the employees. “Data visualisation is very interesting for me," adds Lacan. “For example, at a glance I can see anything on my personalised dashboards from which legal entities in the group use the most electronic signatures, to the number of documents archived per month, excluding pay slips, and to the distribution of employees by country.”
In this way, analytics makes it possible to better monitor the progress of an HRIS project, by benefiting from a clear vision for each indicator at any given time.
Every detail counts, and each one enables trends to grow over time. "During the first Covid-19 lockdown period, we saw an increase in the use of electronic signatures. The good news is that this continued after the lockdown period. We can therefore deduce from this that the electronic signature is now a well established process in the habits of end users outside of requesting documents related to Covid-19.”
This also meets the company's expectations both on the issue of digitising HR processes and on its ambition to reduce paper use as an environmental concern. It also fits in within the group's business plan, which envisages a physical move by 2022 and would prefer to travel light for the occasion.
The analysis of the data also highlights potential anomalies. "If 100% of the employees of a legal entity in the organisation reject digitisation, then advocates within the organisation are likely to take action and be better equipped to understand and implement an action plan to accompany the change.”
Overview
Data analysis also helps to take a step back from the HRIS project and measure overall progress. The simplicity of access to the data, but also its readability, remains essential. "I have access to accurate, up-to-date and easily readable data. All I have to do is take a screenshot and drag different elements into my slides," Lacan says.
Analytics facilitates the production of reports, both in terms of content and form, and provides a global view of the HR digitisation project. "At first, you wonder what it is and how it works. Then, when you put your hands onto the Advanced Analytics module, that's when you start to understand the power of the tool. There are so many possibilities in terms of data cross-referencing, we can do almost anything," concludes Geoffroy Lacan.
Performance indicators are not an end in themselves, but rather a means to monitor the evolution of a project for continuous improvement. By having quick and easy access to data, HRIS managers can better understand what works - or doesn't work - overcome obstacles and gain increases in efficiency. At a time when the digital transformation of organisations is accelerating more than ever, decision-making must be based on facts and not feelings.
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