When HR teams are part of an ERP system implementation, the system works better for everyone. But when projects move too fast or are handled by IT alone, it’s easy to miss small steps that cause big problems later. HR needs to be at the table from the start, not after key choices are already made.
Why? Because many parts of a company’s success live in HR. Payroll, employee records, time tracking, approvals, and compliance all depend on clear workflows that fit the way people actually work. If an ERP setup doesn’t reflect that, it creates delays, extra work, and lost trust. Let’s look at a few of the most common gaps we’ve seen during ERP rollouts and how avoiding them can keep HR workflows running clean.
Planning Without Including HR Early
Everything runs smoother when HR has a voice at the beginning, not halfway through. Too often, decisions about ERP structure, user roles, and workflow design happen before anyone checks with HR about what works in real life. That disconnect causes breakdowns later during training, testing, or post-launch support.
When HR teams are included before goals are set, we can:
- Help shape core pieces like onboarding flow, payroll accuracy, and performance management
- Flag limitations in current processes that don’t work well and should not be carried into the new system
- Map out approval chains, regional differences, and data access needs based on how teams already function
If no one asks for HR input early on, the signs show up fast. For example, payroll approvals might get routed to the wrong managers, or time-off requests could disappear in unrelated workflows. When that happens, people lose trust in the system altogether.
Misalignment with Real HR Processes
No two HR teams work the same. But that doesn’t stop some ERP rollouts from assuming that one-size-fits-all settings will do the job. This is where many issues begin, not from technical bugs, but from templates that don’t match real work.
Take time-off flows. If the system was configured using a standard preset, it might not reflect your company’s specific time-off policy or approval order. That creates extra manual steps, delays, or worse, approval conflicts. Or think about onboarding. A generic setup might miss documents that are legally required in your state, leading to compliance risks.
Instead, spending time upfront to map actual daily tasks helps future-proof the setup. This includes:
- Reviewing how HR manages documents, tracks compliance, and monitors training
- Listing tools and reports used regularly that must sync with the ERP
- Capturing exceptions, what’s different during busy seasons or with part-time staff
When the ERP setup matches the real world, people don’t have to guess where to click. The steps make sense, and data starts to tell the full story.
Missing Change Management for HR Teams
Software alone doesn’t fix confusion. When HR rolls out an ERP system without support built into the transition, things get shaky fast. Not everyone will ask questions during launch, even if they’re stuck. And when changes hit during a busy season, people often do whatever helps them get through the day, whether it’s correct or not.
This is especially true heading into spring. Teams start hiring for seasonal roles or shifting hours to take on new work. If people are still learning to use the ERP system, they might avoid it altogether or input data the old way by habit. That means records are incomplete and harder to fix later.
To keep things steady, we’ve learned to break support into small, regular steps. That might include:
- Setting aside time each week for Q&A or policy updates
- Bringing specific use cases into training so learning happens in context
- Offering short refreshers when rules change or new features go live
The key is making training regular, not rushed, so the system becomes second nature over time.
Poor Integration with Other Business Units
HR doesn’t work in isolation. Most of what happens in HR ties into other departments, from Finance for payroll to Operations for scheduling and headcount planning. If the ERP setup doesn’t support these connections, it blocks progress instead of speeding it up.
We’ve seen trouble start when systems don’t talk to each other. Payroll might be run without updated time records. New hires could get left out of department email lists or security systems because updates weren’t shared reliably. Managers end up redoing work, and staff frustration builds.
To prevent this, we focus on building clear handoffs early. That means:
- Matching payroll exports with finance import settings from day one
- Mapping how HR data supports planning or invoicing for other teams
- Creating alerts or shared views so updates don’t fall through the cracks
When systems are linked the right way, teams get the info they need when they need it, and time isn’t wasted chasing missing updates.
Better Implementation, Better HR Outcome
The way an ERP is rolled out shapes how useful it will be. If HR data is spot-on and the steps mirror real tasks, people won’t need workarounds or extra spreadsheets. They’ll get what they need from one place.
By slowing down upfront and clearing the common blockers, HR can avoid a lot of stressful cleanup later. Records stay accurate, workflows stay steady, and people trust the system more.
Kodershop’s ERP system implementation services include user-specific process mapping, HR and payroll module integration, and tailored onboarding tools to support unique compliance needs and seasonal changes. Integration with cloud platforms also makes it easier to keep records consistent across locations and contracts.
That sets up a better rhythm, especially in seasons where workload increases and teams depend on the system to keep up. A clean ERP system implementation means better support for hiring, tracking, and planning year-round. It’s not about doing everything at once. It’s about doing the right pieces at the right time.
Struggling with delays or patchwork processes during your new tech rollout? A thoughtful approach to design, setup, and timing can set your HR team up for success with clearer handoffs and alignment with real workflows. When implemented correctly, an ERP system implementation keeps everyone, from HR to Finance, aligned without unnecessary rework. At Kodershop, we work alongside you to make rollouts smarter and simpler. Contact us today to start a conversation about what’s possible for your organization.