A Case Study of an HRIS Implementation

09
Feb 2023
505
A paper cut out of the letter i on a yellow background

Author:  Ada Tai

Has your organization considered adopting a Human Resource Information System (HRIS)? Selecting and implementing HRIS has become a trendy topic in recent years. Employers recognize the need to enhance workplace efficiency and accuracy through integrated business applications that are reliable and user-friendly. In this blog, I will share a case study of one of our clients who is implementing an HRIS for the first time and several “aha” moments along the journey.

Background: 

Company XYZ is a value-based organization. The company experienced positive growth in the last five years: it grew its employee base from 30 to just under 100 and maintained a roster of 30 subcontractors/freelancers. Until early 2022, the accounting system was used for employee expenses and payroll. Recruitment, employee files, performance review and other employee data management functions were still done manually. Furthermore, reporting and benefits administration were handled by two other systems. Unsurprisingly, employee timesheets and time off requests were managed using Excel and email. 

The Accounting team spent endless hours every month managing multiple systems, retrieving information from one system to feed into another, and ensuring data integrity and accuracy. Managers were concerned about the inefficiency and security risk of the current method. Additionally, leaders contemplated the need for better decision-making and future scalability as the company projects a 60 - 70% headcount growth in the coming three years.

Initial Action:  

We were lucky that this was a long-term client of our company, so we were familiar with their business environment and the employee situation. Two people from our firm were assigned to this project, one being the project lead and the other person providing support. After obtaining the budget, we created a cost estimate and a project plan with major timelines, milestones, people and resources needed. Then we dived into “Needs Assessment” understanding and business requirements gathering.

Needs Assessment: 

1. We sent out a questionnaire to four types of users in the company to understand what the “must-have” functions and “nice-to-have” functions are. The users include:

  a) Frontline employees (end-users)

  b) Supervisors & managers (end-users & approvers)

  c) Accounting, IT, Administration (Functional users)

  d) Leaders (end-users, approvers & ability to oversee everything)

2. After compiling the information, we identified the top “must-have” functions as:

A table showing the hr is compatible with the current accounting system

The following were the “nice-to-have” functions:

A table showing the different departments of a company

3. We then facilitated a focus group meeting and five one-on-one meetings with leaders, functional users, and selected supervisors and staff to deep dive into their needs.

Vendor Selection:

1. With all the information collected, we quickly narrowed the selection to the top five vendors. 

2. We then sent the short-listed vendors to confirm their functionality, pricing, and customer service approach. Then our team watched their live demonstrations. Given our familiarity with the company culture and employee demographics, we knew only certain vendor systems would match the client’s needs, and the user interface must be extremely intuitive. 

3. We reported our findings and recommendations to the company. The top two vendors were brought in for live presentations and demonstrations.

  • After both demonstrations, we asked the audience to provide ratings and feedback.

4. Once the top vendor was selected, the company representative negotiated and signed the vendor agreement.

A yellow light bulb icon on a white background.When evaluating vendor pricing, a few factors should be taken into account: Company location, Cost per employee, Monthly cost, Implementation fee, Total cost of the first year, Total annual cost from the second year on.

A yellow light bulb icon on a white background.After confirming the functionalities of the selected HRIS, the company reviewed the current systems, their pricing, effectiveness, vendor relationship and contract terms, and decided as to which current systems would stay and which systems would be phased out over the coming period of time.

If someone thinks that selecting a system is the end of a complex project, it is only the beginning of it…

Implementation: 

1. The company assembled a 4-people Implementation Team, which includes a manager, an employee, an accounting person and an IT staff.

2. We then worked with the Implementation Team to decide on a department in the company that works the best as the Test Department for user/usability testing. Since HRIS systems nowadays are more intuitive, most vendors do not provide user training or training manuals. The Test Department we selected had more tech-savvy employees inclined to adapt to change.

3. The Implementation Team and our team then prepared information to transfer to the new system and converted the company’s historical data into the new system.

4. Working with the vendor, we did a “soft launch” of the new system with the Test Department for three months. The existing systems were operating at the same time. During these three months, we learned what worked well and what needed adjustment. We also gathered the Test Department staff’s feedback on a bi-weekly basis. We then worked with the vendor to ensure a smooth transition to the official launch.

5. In the fourth month, the new HRIS was officially in operation! The launch party was a lot of fun and got people’s attention. During the initial period after the launch, the Implementation Team, the Test Department and our team addressed questions from the staff. The existing systems would still be in operation for another 6 months to ensure a smooth transition and backup.

A yellow light bulb icon on a white background.Having a Test Department is a critical element to success: It ensures early adopters get a chance to use and review the new system, feed information as to what needs to be adjusted and help the company set the stage for the official launch. For large organizations with change management challenges, the Test Department also serves as the company’s influencing force for the rest of the employees/users. 

A yellow light bulb icon on a white background.Taking into account the cost of the Implementation Team and consultants’ time in the company’s HRIS budget is key.

What's now?

So far, so good! After the official launch, several training sessions were delivered to ensure a comfortable transition for employees and managers. A quarterly check-in and a formal new system evaluation were also planned to help the Implementation Team gather information and make adjustments as needed. 

Selecting and implementing HRIS system is a costly and complex project! Each organization has its unique needs, budget and challenges. Having a structured project plan and a methodical approach will help ensure businesses’ success. 

I see. I hear. I experience. is a column created by and written by Ada Tai, a chartered member of CPHR Alberta. The column is written in a blog format where Ada and invited co-authors will present their own experiences and interpretations of the world of human resources and its impact on business management. This and the subsequent posts are copyrighted materials by the author(s) and only reflect their personal views, not CPHR Alberta’s.

Author bio: With an MBA Degree, a CPHR, and an SHRM-SCP designation, Ada Tai has been working as an HR professional in a variety of industries for 15 years. Through her consulting firm, Ada and the team provide various strategic and pragmatic management consulting services.  Ada’s public speaking skills have enabled her to be regularly invited to speak about HR, people management, career search, and networking topics throughout the province. She is also a well-respected Instructor at the University of Alberta and MacEwan University.

Contact information: 

BadaB Consulting Inc. provides a wide range of human resources solutions, including Strategic HR and Succession Planning, Organizational Design & Development, Merger & Acquisition Support, Recruitment, Skills Development Training, Compensation Design, Performance Management, Workplace Investigation, Policy Development, etc. Another specialty of BadaB’s services is personal job search and career coaching. The team has effectively helped over 500 people to find work.

The views and opinions expressed in this blog post belong solely to the original author(s) and do not necessarily represent the views and opinions of CPHR Alberta. 

 

 

 

 

The views and opinions expressed in this blog post belong solely to the original author(s) and do not necessarily represent the views and opinions of CPHR Alberta.



An Update from your Board of Directors – September 2025

By Jessica Jaithoo • October 7, 2025
As the governing voice of CPHR Alberta, the Board of Directors meet quarterly to provide oversight and guidance in several key areas. The Board, alongside CPHR Alberta operations, continues to deliver on the association's strategic priorities developed in the 2020 strategic plan. To ensure transparency between our Board of Directors, members and key stakeholders, we are sharing post-meeting messages to inform the steps taken towards advancing our profession and ensuring a financially stable association. The Board of Directors met on September 22, 2025, and the Board’s key messages are as follows: 2026 – 2028 Strategic Plan The Board unanimously approved CPHR Alberta’s new 2026 – 2028 Strategic Plan, which includes a refreshed organizational vision and mission. This forward-looking plan focuses on: Enhancing member value Promoting self-regulation Elevating the visibility of the CPHR designation Fostering a future-ready HR community Implementation begins immediately, with further details to be shared in the coming months. Stay tuned, our new Strategic Plan will be released this fall via email! Board Recruitment The Board has initiated preparations for the 2026 elections. We will once again be seeking CPHR, Retired CPHR, and public members. Additional details will be available in November. CPHR Canada and Collaboration Across Provinces The Board welcomed Philippe de Villers, Chair of CPHR Canada, who presented the national organization’s new strategic plan and the strong collaboration across provinces. Further updates will follow after CPHR Canada’s December Board meeting. You can view the CPHR Canada Strategic Plan here. Financial Management The Board reported that CPHR Alberta remains on track for a balanced 2025 budget, with no current financial risks identified. Engagement Board members will be attending our holiday mingles across the province starting in November. We invite you to join us in celebrating another successful year as a growing HR community. Visit the CPHR Alberta events page and watch your inbox, registration opens soon!  The next Board meeting takes place in November 2025, after which we will again share our key messages. If you have any questions regarding these key messages or the Board of Directors, please contact chair@cphrab.ca . We welcome your feedback!

Supporting Employee Well-Being: How HR Plays a Role in World Mental Health Day

By Jessica Jaithoo • October 7, 2025
Each year on October 10th we commemorate World Mental Health day. A day dedicated to raising awareness, minimize stigma, and promote meaningful connections and conversations about mental well-being. In the modern fast-paced and high-pressured working world, mental health support comes as a crucial element beyond a wellness initiative. It helps to build a more resilient, compassionate, and productive workplace. For HR professionals this day is an important reminder in the role we play in creating a culture that prioritizes empathy, balance, and care. When employees are mentally supported, they are more engaged, collaborative, and better equipped to excel in their roles. Why Mental Well-Being Matters Mental health can affect anyone, regardless of position, age, industry, or experience. The World Health Organization (WHO) reported that in 2019, 970 million people globally battled mental health issues. Anxiety and depression being the most common disorders. The economic costs become substantial, with loss in productivity outstripping direct cost of care. Beyond numbers, the impact can ripple through teams and affect morale. Stress, burnout, and disengagement have real, impactful consequences. Acknowledging mental health and proactively making efforts to take care of employees strengthens companies as a whole. How Can Employers Support Employee Mental Health? While there is no “cookie cutter” formula to promote mental wellness – creating an environment where employees feel seen, heard, and supported is key. Here are a few actions HR can implement to make an impact: Foster Open Conversations Break the silence. Openly encouraging judgement-free conversations around mental health can reduce the stigma around the topic. Practicing empathy and sharing personal experiences can encourage others to also discuss their own experiences and current challenges. Access to Mental Health Resources Ensure employees know where they can turn to for help. Having an Employee Assistance Program (EAP) with access to counseling, therapy, or mental-health hotlines and online support tools can increase awareness and better access to resources that can help employees whom are struggling with their mental health. HR can also work with benefits providers to increase coverage for mental health services or host workshops that focus on stress management and mindfulness as well as recognizing signs of burnout or emotional distress. Creating an environment within the workplace that promotes these habits also is important. Having quiet spaces to decompress, offering mental health days, or acknowledging small employee achievements can go a long way. Work-Life Balance Having a balance between work and personal life is key in maintaining mental health. Encourage employees to set realistic goals and expectations, honour their time off, and model such balanced behaviour themselves. Flexible work schedules, options to work remotely, regular check-ins, and encouraging boundaries can help employees better manage their workload and reduce burnout. Celebrating World Mental Health Day in the workplace  World Mental Health Day is a great opportunity to remind and emphasize an organization’s commitment to well-being. Here are a few ways HR can promote and celebrate the day: Host a wellness workshop: Invite a speaker or mental-health professional to talk about coping strategies or tools for mindfulness Coffee & Connection: Have an informal meeting where employees can share their own ways to de-stress and support one another Share Resources: Share educational material or mental health tips through internal communication channels Closing Thoughts Mental health shouldn’t just be a one-day topic. It’s a constant year-round commitment to help take care of ourselves. On this World Mental Health Day, we should reflect on how to make our own workplaces safer, fostering compassionate and stigma-free spaces for everyone. As HR professionals we are in a key role to lead this change. We can advocate for open dialogue, sharing helpful resources, and nurturing an inclusive culture that values well-being just as much as performance. By working together, united we can create safer workplaces where employees can thrive both professionally and personally. When people feel supported, everyone benefits. Resources: https://www.who.int/health-topics/mental-health#tab=tab_2 About the Author: Rheya is a volunteer with the CPHR Alberta Social Media Committee, a young professional passionate about HR and creativity. With a Diploma and Bachelor's in Business Administration from SAIT, Rheya brings experience in project management, SEO, and social media. When not working, Rheya enjoys crocheting, writing a first novel, and binge-watching Harry Potter movies.

A Strategic Guide to Organization Restructuring, Part 1

By Jessica Jaithoo • September 29, 2025
Author: Ada Tai, MBA, CPHR, SHRM-SCP I’ve been watching the pace of corporate restructuring accelerate this year, and it’s striking how no sector seems immune. ConocoPhillips is reducing its global workforce by a quarter. Intel is preparing to slash 24,000 jobs in one of the largest shake-ups in its history. Salesforce is eliminating 4,000 positions as it doubles down on its AI strategy. Paramount Skydance, fresh off its blockbuster merger, is shedding up to 3,000 roles; while Hudson’s Bay, a retailer that’s been part of Canada’s identity for more than 350 years, is closing its doors and letting go of more than 8,300 employees. Add to that layoffs at Starbucks, Amazon, PwC, Burberry and even Recruit Holdings, the parent company of Indeed and Glassdoor 1 , and the picture becomes clear: we’re in the middle of a global restructuring storm, where technology, cost pressures, and shifting markets are re-writing the rules of work. In my recent conversations with business leaders, one theme keeps surfacing: many are contemplating a restructuring of their own. However, they’re not just looking to cut costs; they’re seeking a clear strategy. That’s what this guide is about: how to prepare for restructuring with purpose, clarity, and humanity. Step One: Define the "Why" Restructuring is one of the most complex decisions a company can make. Done poorly, it can destabilize operations and damage culture. Done well, it can reset the business for future success. The starting point is always the “why.” What problems are you solving? Common drivers include: Financial distress - Reducing costs and/or improving profit margin to stabilize the business Market changes - Pivoting toward new products, services, or geographical territories Technology shifts - Re-organizing to adopt AI, automation, or other innovations Efficiency and competitiveness: Streamline structures or flatten hierarchies The objectives must be specific, measurable, and aligned with the company's long-term vision. This "why" is the foundation for the entire plan and is essential for communicating with stakeholders. Step Two: Define the “What” Once the purpose is clear, organizations can proceed to define the scope. Which functions are absolutely critical to preserve? And which areas could be restructured, consolidated, or phased out? This stage is about mapping priorities. In my work with clients, I often find that once they clarify their non-negotiables, the rest of the plan comes into focus much more easily. Step Three: Plan the “How” Too often, companies jump straight to layoffs, but effective restructuring requires scenario planning. Before jumping to layoffs, I’d advise businesses test different options to see which will lead to the best results for their company. This might include a hiring or salary freeze, reduced hours, offering voluntary exits, retraining employees, or re-deploying talent to new roles. Each option carries different financial, operational, and cultural impacts. Running these scenarios before making cuts prevents costly missteps.  Equally important: restructuring can’t be run by a single department in isolation. Organizations need a cross-functional team of leaders, supported where needed by external advisors who bring objectivity and specialized expertise.
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