How do you pick your technology go-live date?

You’ve made the significant choice to implement a new HCM system! Whether your decision was driven by your enthusiasm for HR technology showcased at a conference, a thorough vendor selection process, or a combination of factors, reaching this conclusion has undoubtedly weighed heavily on you and your team. As experts in HR technology, particularly HCM systems, we deeply understand how hard and important these decisions are. We’ve helped dozens select and implement technology best suited to meet their HR and payroll needs.

The journey doesn’t end with system selection. Some say the real challenge begins when you embark on implementing your new HCM system. Why is that? Well, during implementation, you’ll be immersed in tasks such as data migrations, mastering the intricacies of the new system, reevaluating your processes, making pivotal decisions, and much more.

So, what’s one of the most crucial decisions you’ll face during your HCM system implementation? It’s none other than choosing your go-live date. This is the day when, in theory, the old system is officially retired, and the new one is activated and ready for action. It’s the day you’ve been working toward ever since you first began exploring the idea of change.

HOW TO DETERMINE THE BEST GO-LIVE DATE FOR YOUR HCM SYSTEM

When it comes to determining your organization’s go-live date, several factors are unique to your department and company. What may be the ideal HCM system go-live date for one company might be far from suitable for another. Bearing this in mind, many organizations are inclined to favor a January 1 go-live date.

But is this really the best choice?

PROS AND CONS OF LAUNCHING YOUR HCM SYSTEM ON JANUARY 1 ADVANTAGES OF A JANUARY 1 GO-LIVE

Opting for a January 1 go-live is often perceived as a way to start fresh, aligning with the “new year, new you” mindset. By choosing this date, you ensure that your team:

1. Has a full calendar year in one HCM system.
2. Leaves previous years’ data in the old system.
3. Establishes a clear cut-off for taxes, reports, and W2s.
4. Avoids the need to manage opening balances.

Transitioning from one HCM system to another with this clean break often feels rewarding and easier to manage.

DISADVANTAGES OF A JANUARY 1 GO-LIVE

If you believe that a January 1 go-live is an absolute necessity for your organization, be prepared for some notable disadvantages:

1. Limited vendor resources and assistance due to the popularity of new system implementations.
2. Vendors are incredibly busy assisting their customers with standard year-end processing.
3. Your team may feel that they are not receiving the attention they need to navigate the implementation successfully.

What to Consider When Planning an HCM System Implementation in the New Year

It’s crucial to recognize that implementing a new system is more than just flipping a switch. Therefore, if you decide on a January 1 go-live, most of your key project milestones will typically fall during the holiday season. This can lead to challenges such as staff scheduling conflicts due to holiday time off. If you aren’t meeting your milestones now, imagine how hard it will be when the cold weather season impacts availability. However, if that is a firm deadline and you need some assistance, firm’s like Willory are here to help you. We can provide technical and functional resources to get your project on track or temporary and contract HR and payroll professionals so your team can focus on the new system. It never hurts to ask for help!

Keep in mind that your department will be contending with competing priorities during year-end, including:

1. Open enrollment.
2. Performance reviews.
3. Budgeting.
4. Year-end reporting.
5. Year-end payroll.

With additional processing and reporting requirements at year-end, implementing during this season can strain your resources, particularly in terms of time and personnel.

It’s also important to remember that depending on how your project team is structured, you might be asking team members to juggle three roles: their regular tasks, year-end responsibilities, and now, implementation-related tasks. This, combined with the holiday season, could potentially lead to complications.

Choosing the optimal go-live date for your new HCM system can be one of the most influential decisions you make during the implementation process.Our advice is to take a deep breath, seek advice when needed, and have confidence that it will all proceed smoothly.

If you’re looking for more guidance on selecting your go-live date or require assistance with the implementation process, we’re here to help. Willory is the go-to resource for managing the project and ensuring that it’s on-budget, within scope, and, of course, on time. And remember, if you’re concerned about a January 1 go-live, it’s perfectly acceptable to make the decision now to change that date. Your organization’s success in implementing the new HCM system should be the top priority.