Asking the right questions when attaining, implementing, and beginning to use HRIS software solutions can make all the difference in the success of the project. However, it can be difficult to ask all of the necessary questions when you are dealing with the pressure of selecting an HRIS solution. The following are some common questions you should ask software vendors and your own employees to help you during your journey.
Is the System Easy to Use?
HRIS systems should be intuitive and simple to use without in depth training, as the ease of use directly affects user adoption. To answer this question, it may be best to allow a team of employees from different departments to test drive the system during the trial period. If more than one employee has trouble using the system during the trial period, you can count on issues arising down the road when moving forward with the system.
What Kind of Support is Available?
Even the best HRIS systems present challenges that must be addressed at some point during implementation, training, or use. It is best to know what kind of support is available before you actually need it. Vendors may vary widely when it comes to support options. Some vendors offer 24 hour support, while others offer support during business hours. Other vendors support companies by offering one-on-one assistance with implementation and training.
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What Customization Options are Available?
Most HRIS systems can be customized to best meet the needs of particular businesses. However, customization may require coding and specialized knowledge, or may be as simple as filling in provided fields.
Is Reporting Easy?
Reporting is important for compliance and making strategic use of business data. Consequently, HRIS solutions should make it incredibly simple to organize all system data into reports. If you cannot figure out how to generate reports with key organizational data using an HRIS that you are reviewing, it is time to move on to the next solution.
Is the System Cloud Based?
In-house or non-hosted HRIS solutions are becoming somewhat rare as companies now see the benefits of cloud based solutions. Cloud based solutions allow for easier remote access, which is often seen as a major benefit. However, some companies may desire in-house solutions; either way, it is important to know in advance exactly how the system will work.
Are There Up-Front Costs?
Some companies may charge up-front fees for acquiring HRIS or for assisting with training and implementation. Other companies may work these fees into monthly costs. Failure to inquire about these fees can cause you to exceed your budget when it comes time for installation.
How are Monthly Costs Calculated and What are the Terms?
Many SaaS solutions charge companies on a “per employee, per month” basis. This pricing may or may not work for your company, and if necessary, different terms can be negotiated in some cases. It is also important to know if there is a minimum contract time period or if you can cancel at any time.
What Options are Standard and What Must be Added?
Some HRIS vendors may make it seem like certain features come standard, when in reality they must be added on for an additional fee. This can dramatically alter the usefulness of the system if you cannot afford to add needed features. In addition, these fees can cause you to go way over budget if you choose to add them.
Authored by: Dave Rietsema