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How to Choose the Right HRIS Solution for Your Organization HRIS Solutions are designed to address the most common HR processes like submitting vacation requests and payroll processing. However, the nuances of choosing the best system for your company require careful research and understanding the dos and don’ts.
To make your choice easier, list your HRIS requirements and request substantial vendor demos. Attending demos with HR staff members from different areas of the organization will promote buy-in and increase adoption.
Understand Your Needs
What is an HRIS? An HRIS (human resources information system) is software that enables companies to automate and manage essential HR processes effortlessly. Some of the functions HR software systems carry out include benefits administration, time and attendance, payroll, and other workflows. Besides, they help store employee data like personal, demographic, and compensation information. This information was sourced from Facebook. If you’re shopping for a new HRIS, odds are it’s because your current system isn’t doing what it needs to do. So before you do any serious shopping, take a moment to determine your company’s true needs. Talk to employees and managers, listen for common complaints, and then play Sherlock Holmes – identify what your organization is looking for in an HRIS. This will ensure that the solution you select solves real problems instead of a pretty solution that differs from what people need.
Also, consider whether you want your solution to integrate with other platforms like direct carrier connections, accounting/ERP systems, job costing applications, and eLearning programs. This will help keep your data from living in silos and eliminate the need for future technology upgrades.
It’s also important to get a clear understanding of pricing before you start the process. Most vendors will charge a monthly fee for use of their system, but some may also have set-up and consulting fees. If you’re shopping on a tight budget, ask how much the entire solution will cost before making any commitments.
An HR information system is a big investment. When it’s time to replace an outdated, inefficient, or unreliable system, it’s important to make sure you’re selecting a solution that offers a return on investment. This might be in dollars and cents, but it could also include less tangible benefits like employee morale and increased productivity.
You’ll want to evaluate vendors to determine the most important features to you and your team. You’ll also need to understand your budget and what you can afford to pay for an HRIS solution. Most providers charge a per-employee-per-month cost, and you may need to factor in initial set-up costs and ongoing support fees.
Look for a system that allows you to manage payroll from the same platform as other HR processes so everything syncs up and is easy to keep track of. An ideal system will also have tools that make scheduling and shift management a breeze and provide the ability to monitor attendance, create or edit shifts, notify employees of changes, automatically record PTO requests, and more.
Depending on the features of an HR system, it can be more or less expensive than other software solutions. It is important to weigh the costs against your current processes and future goals. You should be able to find a solution that will achieve a return on investment, whether in dollars-and-cents cost savings or other more qualitative benefits like improved onboarding and offboarding processes or greater convenience of data searching.
Another factor to consider is how scalable the solution will be as your company grows. A good HRIS Solution should be able to handle the needs of all stages of growth; you may start with just enough functionality now to meet your needs, but as you grow, you’ll need the ability to add more functionality.
Lastly, it would help if you took advantage of demos. This will allow you to see the software and ask outstanding questions. Many HRIS vendors will personalize the demo for your specific needs, ensuring you have the exact feature set you want.
Take Advantage of Demos
A common mistake companies make when searching for a new HRIS is browsing features without determining their organizational needs. Purchasing an expensive system with more programs than you need can be a waste of money and be unproductive when resolving issues. On the other hand, purchasing a cost-effective HRIS that only partially meets your organization’s needs can be more efficient.
Once you have a list of potential vendors, scheduling demos for your top choices is a good idea. It is important to include employees from all areas using the software so they can ask questions and better understand how the system functions.
A good demo should also focus on how the solution can save your HRIS Solution time. This could be resolving issues, reducing paperwork, or making reporting faster and more reliable. It is also a good idea to discuss how the vendor can future-proof your system and accommodate any growth that may happen in the future.
When researching an HRIS solution, asking plenty of questions is important. Besides considering your organization’s size, budget, and current HR processes, consider the future and how you want to expand your business.
For example, if you have employees who struggle with attendance regularization, an HRIS that provides clear and easy-to-use reporting could make a difference in those struggles.
Another question is how much support you can expect from a vendor. Some vendors will assist with your new system implementation and even work alongside your team. This can minimize the learning curve for your staff and reduce the strain on your internal IT resources.
One final tip: Ensure your entire team is on board with the selection. It’s crucial that everyone understands the benefits of the new system and is invested in its success. This will ensure maximum adoption, further supporting your return on investment. This can be accomplished by holding meetings to discuss what features of the HRIS will best benefit your business.