6 Golden Rules to Select the Right HRIS System for your Organisation
Which HRIS should you choose? Confronted to the variety of solutions available, we offer you six golden rules. Simply follow these steps in order to find the one system that will be the best fit for your organisation and HR needs.
HR Managers are busy and do not always have the necessary time to research consciously their HRIS solution. Most of the time, decisions are solely made on the basis of two factors: cost and speed of implementation. However, criteria on which you should base your opinion are actually much broader. They will vary depending on your sector of activity and the structure of your HR department.
Let’s take the example of a HR Director working at a large enterprise. He is looking for a solution that will allow to better manage his organisation’s payroll while constituting a functional HR database for his people. Here are six rules that should be respected in order to make a choice that will be beneficial and long lasting.
Step 1: Evaluate Your Needs
First, that person will need to have a good understanding of their organisation’s operational needs. This requires a complete and global vision of the HR function and its management. The needs of your enterprise and the current gaps can be precisely identified by answering four simple but essential questions:
- How is your current HR activity structured?
- How many people are currently involved?
- How much does it cost?
- How much time do I and my collaborators spend on these activities?
- And what quantitative (efficacy) and qualitative (internal customer satisfaction) results are we getting?
- This assessment will need to be carried using objective criteria to be useful. For example, all the departments and stakeholders involved in payroll, even if not involved on a regular basis, should be referenced.
Step 2: Delimitate Your Project’s Framework
Once you’ve identified those gaps, in other words, your areas for improvement, you will be able to delimitate the intervention perimeter of your future HRIS. This framework will combine the requests issued from all the various HR stakeholders as well as the ones from your IT department. Altogether, these requirements will steer you in the right direction toward the type of HR software you need.
Step 3: Establish Your Specification Sheet
Now that you know what you expect from your future HR solution, you can put together a list of the features that will be required. Don’t forget to list these features in order of priority based on where the biggest gaps are lying. This is how you will design the trajectory of your future HRIS.
Step 4: Constitute Your Team
Do not act alone. The selection of a new HRIS is a full on project on its own. It is therefore necessary that you constitute a solid and multidisciplinary team with which you will collaborate at every stage of the project. You will share your specification sheet previously established with this team, which will be used as your roadmap to evaluate potential HR tech vendors.
Step 5: Compare the HR Tech Vendor Market
The next step for you and your project team consists in evaluating the different offers that match the most closely your specification sheet. Based on the criteria you would have established, you will be able to prepare a selection process involving a product demonstration, a face-to-face meeting or a Q&A session. By establishing your expectations ahead of time, you will be fully aware of what to look for during those product interviews which will help make an informed comparison of the potential candidates.
Step 6: Make a Final Decision & Stick to It!
If you have respected the five rules enumerated above, you should be well equipped to make the right decision that will be relevant for your organisation on the long term. Now rest to convince the executive management that you’ve chosen the best and most efficient solution. It’s also a good time to re-iterate the requirements of your project with your selected HR vendor. From these final communications will arise an implementation plan.
Choosing a HRIS solution can be quite time consuming. EmployeeConnect can help you in the process by establishing with you your organisation’s and HR department’s requirements. We believe that one size cannot fit all. That’s why we’ve designed our HRIS solution to be highly flexible and adaptable so that you don’t have to comprise on quality of service. Contact us today to establish together your HRIS needs.
Here’s what you’ll find inside: Whether you’re fairly new to HR systems or have already run an HRIS implementation project in the past, knowing what to watch out for along the way is essential to ensure that a sustainable and adequate solution is put in place.