Why HRIS Projects Fail Before
They Even Begin ??
(The hidden risk costing organisations millions before a single line of configuration is written.)
Recently, while consulting with a client through Capaciti, we were brought in to support an enterprise HRIS transformation project that was already in motion.
At first glance, everything looked solid—vendor selected, roadmap approved, go-live date confirmed.
But beneath the surface, a critical issue was threatening the success of the entire program:
There were no clearly defined business requirements.
No process documentation. No validated workflows. No alignment between HR, Operations, or IT on how the new HR system should function.
The client said something we hear far too often: “We’re just trying to replicate what the old system did.”
The Problem: Vague Requirements = System Misalignment
In this article, I’m focusing on one critical factor that can derail even the most well-resourced HRIS projects: Unclear or incomplete business requirements.
Through our consulting work at Capaciti, we’ve seen this repeatedly across sectors—from government and higher education to complex enterprise environments. That’s why we’ve included real-world examples of what vague vs. clear requirements actually look like—so you can spot the risks early in your own workplace.
When requirements are unclear:
- Vendors make assumptions
- Stakeholders misalign
- Key business rules are missed
- Configuration doesn’t match operations
- User adoption drops
- The project fails to deliver ROI
Real Examples from the Field
Here are just a few examples of how a lack of clarity in requirements plays out in HRIS projects:
Example 1: Position Management
Unclear BR: “We want to track roles and employees.” Clear BR:
“Implement Position Management with one incumbent per position. Capture cost centre, FTE, and supervisor. Vacancies must be reportable for workforce planning.”
Example 2: Probation Tracking
Unclear BR: “We need to track probation.” Clear BR:
“Track 6-month probation from hire date. Trigger alerts to managers at 5.5 months. Capture pass/fail status with effective date and reason code.”
Example 3: Employee Self-Service (ESS)
Unclear BR: “Employees can update their personal details.” Clear BR:
“Allow ESS updates to address, emergency contact, and bank details. Route address changes to HR for approval. Log all changes with timestamp and user ID for audit compliance.”
These aren’t just technical configuration choices—they’re the foundation of system usability, data integrity, process automation, and ultimately, implementation success.
The Fix: What We Do at Capaciti
At Capaciti, we help organisations bridge the gap between strategy and system design with business-first HRIS consulting.
We bring:
- Discovery & Process Mapping Workshops To align HR, IT, and Operations on how things actually work—and should work.
- Requirement Translation We convert policies, business rules, and user needs into system-ready logic.
- Vendor Oversight & Accountability We ensure your system integrator delivers based on your business—not assumptions.
- Strong Governance & Change Alignment To keep decision-making clear and business goals front and centre.
- Expert Resources We embed people who know HR tech and how your organisation works.
A Message for HR and Business Leaders
If you’re planning an HRIS project—or already in one and sensing scope drift, misalignment, or stakeholder fatigue—this is your moment to course correct.
Capaciti provides consulting expertise to help organisations:
✔️ Deliver clarity early ✔️ Avoid costly rework ✔️ Maximise system capability ✔️ Engage users with confidence ✔️ Achieve measurable business value
Let’s connect if you want your HRIS investment to drive meaningful change, not frustration.
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