10 REVEALING things about implementing Employee Self Service System


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Self-service is the punch word everywhere you go these days! Today we will be talking about employee self-service software. You go into a shopping mall and wish if you could do the billing yourself and avoid such long queues! Right from online banking to flight ticket booking everything now runs using the self-service model.

It’s not a surprise you would be already thinking self-service when it comes to your HR departments and its activities. Not only does mobile employee self-service application increase the convenience for the employees. It saves costs for the company as well.

But there are a few things that you need to consider before implementing a mobile-based employee self-service system.

1. Staff strength and when you should consider a Mobile Employee Self Service application

Employee self service only make economic sense with a large employee base.

If your organisation has only very few employees implementing a mobile ESS would take a long time to provide you with the return of investment. On the contrary, you can use some easy methods and access repositories for employees to access their information. This will need another article sometime later.

If your organisation has more than 50 employees then you should start considering a basic-level employee self-service system in place. According to research done by E&Y cost-saving done with ESS is close to $4,39 per data entry. This can increase as the size of the organisation increases. Please click here to download the complete research paper by E&Y.

2. What are the key benefits that you are expecting from a Mobile ESS

Understand key benefits you intend to get for your employees and the management

List out the key benefits that you are expecting from implementing a Mobile ESS in your organisation.

This will help you communicate with your vendor clearly of your requirements and expectations. If you are looking for the key benefits of a mobile HRMS please go here.

Also if you like to see how a mobile-based ESS functions, please feel free to contact us.

3. Consider doing a cost analysis of how much a Mobile Employee Self Service application will save for your organisation.

A good cost analysis can give you a fair degree of idea on ROI from the Mobile ESS

If you are planning to implement a mobile-based employee self-service application, its wise to do a cost analysis. Doing a cost analysis of an employee self-service application will help you put to perception how much and by when you will get returns on your investment in the new system.

Without doing a proper cost analysis it would be difficult to justify the cost advantage of implementing a new mobile-based application and associated cost in change management.

We have experts who can help you do a cost analysis of implementing a mobile-based Employee self-service system. Do get in touch with us to fix a free cost analysis of implementing a mobile ESS. We are also developing a new online calculator if you are keen on getting notified please let us know by mailing to us at

4. Training and change management

Predicting how to handle changes and providing good training is very important for the success of any ESS implementation

Implementing a new system in a large organisation is difficult. So its always best to include a group of pilot users from employees. They can provide important feedback and help with deployment easy.

Also, you need to empathetically work with the employees and ensure training and key change management steps are taken. Any change in an organisation is naturally resisted by the employees, this is basically because of ignorance rather than attitude problems. A good training plan can ensure easier deployment of a mobile ESS solution.

5. Mobile ESS is not an HRMS

Don’t confuse and HRMS with a self-service application. Employee self-service is an extension to an HRMS system. Considering and employee self-service as an HRMS can yield disastrous results!

You have to understand that a Mobile Employee Self Service system is not a complete HRMS by itself. Its an extension to the existing HRMS system. This awareness is very important. Employee self-service is an additional service over the HRMS system to add efficiency to the existing HRMS. So if someone says that you have to change the whole HRMS to implement employee self-service, then you need to reassess all the information to make the right decision.

6. Workflows and Approvals


Workflows and approvals are usually part of an HRMS system and not the ESS, so keep in mind that if you don’t have proper workflows and approval systems in place in the HRMS it’s not a wise thing to have it implemented in the ESS portal or mobile application. This will further complicate the implementation and deployment also, in the long run, cause bigger IT roadblocks.

7. Security and access outside office premises

Organisations Security policies should be considered before implementing a Employee self service.

You should have your security and access guidelines in place before engaging the vendor for a mobile employee self-service app or portal. These are crucial to the success of the project and needs to be addressed right at the beginning of such an endeavour.

8. Does your HR team has a good sequential plan of action to implement a mobile self-service application

Have a blue print plan in place for the implementation of an Employee self service system. Without an outline things can become confusing during implementation.

Make sure your HR team has a good plan of action before engaging any vendor for implementing an employee self-service system. Make sure you have identified all the failure points that can happen during development, deployment and operation.

All good vendors should be able to help you with that, but it’s better to have due diligence on your part to get a sequential plan of things to do. Once you have that, you can bring in the vendor and see how much they can bring value to your plan.

9. Identify the key stakeholders in the organisation who will lead the project

Identify the key stakeholders in the organisation who will lead the project

All the stakeholders associated with this new change or representatives of the stakeholders should be identified and their concerns are taken into account. Halfway down the line, you don’t want to end up with too many naysayers to the project and too many scope creeps or resistance.

If all stakeholders are brought in and their concerns addressed initially, chances that the project finishes on time and successfully is way high.

10. Have you discussed it with your IT team

Have you discussed it with your IT team

Last but not the least, it’s usually the IT team who has control of the database and the core HRMS system. Make sure that your plan to implement Employee self-service system is clearly discussed with the IT team. They can provide valuable information on security and data access by third parties. Not doing this can be detrimental to the success of the project.

Having an employee self-service system can really provide cost advantages to the organisation, but not doing it the right way can cause a lot of problems for the initiators of this initiative.

If you have any questions or doubts please feel free to contact us for a free consultation on implementing mobile self-service in your organisation.

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