“Teaching someone which button to press is simple. The real challenge is changing how people think and act, so the system truly supports the goals behind it.”
Change leader Frank Smits has spent decades delivering complex transformations across countries and cultures. Through SPRING TODAY, he stepped in at a global, federated consumer goods manufacturer to roll out a Human Resources Information System (HRIS). The project spanned 9 countries in a federated setup, with each region largely making its own calls.
The aim was a global HR baseline that improves data accuracy, enables strategic planning, ensure SOX and other regulatory compliance, and aligns local practices with a shared vision for the future.
We sat down with Frank to hear how he approached this high-leverage project, what made it unique, and the lessons others can take away from his approach.
What was the scope, and why now?
“They had already implemented an HR solution for recruitment and learning management. But they were still missing the foundation: a global Core HR module and Onboarding module to manage (new) hires consistently. This meant employee data was fragmented across different payroll systems in each country.
The goal was to flip that model, by establishing a single global source of truth for employee data and integrating it with local payroll systems. But that’s easier said than done when you’re dealing with 10 countries and 12 payroll systems.
Some systems were integrated automatically; others had to rely on manual updates. And in a federated organization like this one, that’s a major coordination challenge.”
“So, what’s the change all about? It’s transforming to Activity-Based Working (ABW), a big shift from the old school way of working.”
Sounds technical, but was it really?
“I wouldn’t call this a technical project. Yes, the integrations need to work. But the bigger challenge is functional: how people interact with the system, who will be responsible for which approval in the system, how they handle workflows. That’s where the real transformation happens.
So how did we approach it? We worked with key users in every business unit. They helped design the processes and test the processes in a way that makes sense for their local teams. By giving them ownership, the change became theirs and not just a central rollout. That’s what made adoption possible.
From there, we built support step by step. We prepared central training materials in English, but the real rollout happened locally. Those same users adapted the content for their teams — sometimes even going site by site to train line managers in their own language. We kept things practical and simple: short how-to videos and clear checklists.”
Can you walk us through the project phases?
Here’s what the timeline looked like in practice:
- Spring 2024 – Fit-to-standard phase (Benelux focus): Identify where their needs differ from the HRIS’s “model company” template. This is also called the “Explore” phase.
- Summer 2024 – Global fit-to-standard workshops: Align all countries on a shared baseline, hosted in Rotterdam.
- Fall 2024 – Global solution design: Decide on workflows, definitions, and templates (e.g. What does a full-time equivalent mean? Who approves what?).
- Winter 2024 to spring 2025 – Realize phase: Build the system in iterative sprints. Test. Improve. Repeat.
- Spring to summer 2025 – Testing and final preparation: Run user acceptance tests, data validations, and integration checks.
- September 2025 – Cutover, go-live and hypercare: Full system launch and a four-week stabilization period before handover. Also known as ‘Deploy’ and ‘Run’.
What made this project especially challenging?
“When I joined and asked, “Who’s on the project team?”, the answer was: “You are the project team.”
This was a highly leveraged model, meaning we had to rely heavily on key users across each business unit. These people had full-time jobs and were supporting this change on top of their daily roles. That’s a big ask.
So we focused on 2 things: building relationships and setting up a rhythm. We visited local teams in person, built rapport with their HRDs, and set up a regular “drumbeat”: weekly calls, shared milestones, and clear responsibilities. It made sure people felt involved and kept up the pace.”
You mentioned a shift in mindset. What did that look like?
“The biggest shift in the use of the HR Solution was moving from person-based thinking to position-based thinking. In other words: not just tracking who is in the company, but also which positions exist, like seats in an orchestra. Each seat has requirements, can be filled or vacant, and must be approved before someone new can sit down.
That sounds simple, but it changes how managers work. Instead of reacting to staffing needs, they now have to plan ahead — especially crucial in a seasonal business like this one, where workforce demands fluctuate. Want to hire an extra operator? You first need an approved position.”
What’s the bigger impact of this program?
“Beyond streamlining processes, this work lays the foundation for a more unified HR approach across their federated structure. For a company that grows through Buy & Build, standardization matters: it allows you to integrate new businesses faster and more effectively.”
“Beyond streamlining processes, this work lays the foundation
for a more unified HR approach”
How did SPRING TODAY support you?
“I’ve worked with a lot of intermediaries over the years, and SPRING TODAY stands out. Lisette was hands-on, informed, and proactive – whether it was helping navigate client dynamics or discussing follow-up opportunities. That kind of partnership really helps, especially when you’re solo on a project of this size.”
Looking back, Frank is clear: this project was never just about a system.
“It showed what’s possible, even with a lean team and a federated structure. By building relationships, creating local ownership, and keeping a steady rhythm, we moved a complex organization together. For me, that’s the real success story.”
Your partner in change
This project shows what’s possible, even with a lean team and federated structure.
Curious how SPRING TODAY can help power your next transformation? Let’s connect!