Selecting a new HRIS can be an exhilarating but tumultuous time. After the approval has gone through and top team members have begun to list HRIS goals and look for software that can help to meet those goals, there are many things that must be considered. While factors like budget, compatibility of different systems with company culture, and stock features as compared to needs are often considered, there are several factors that are just as important that are often overlooked.
If you’re looking for a new HRIS, it’s important to look not just at the software’s ability to handle payroll or attendance, but also at whether it will help you meet your HR strategies. Your HRIS can be a tool to increase efficiency within your HR department by handling the more mundane tasks and freeing up your employees’ time. But it can also be so much more.
Considering your HR strategies and factors when you’re selecting a new HRIS can help you achieve your short- and long-term HR plans.
Compatibility with Existing Technology
In many cases, an HRIS is brought in after some HR functions have already been automated using different tools. It is not always necessary or prudent to scrap those systems in order to transition to using just an HRIS; sometimes the best option is to integrate the existing technology with the new HRIS. It is important to review the pros and cons of both approaches and consider looking for an HRIS that can be easily integrated with other systems if you decide that you want to keep your existing programs.
Vendor Support and Stability
Vendors are a critical piece of the HRIS puzzle, as vendors are the ones who can help you solve problems with the HRIS and can keep the system running for years to come. If a vendor is new or unstable, it may be wise to move onto a vendor with a proven track record so that you do not end up high and dry if the vendor ends up going out of business. Do research to find out the quality of the vendor support from existing customers, including turnaround time for requests.
The Ability of HRIS to Adapt to Company Growth
If you operate a stable business that performs well, chances are good that your company may grow and expand at some point in the future. Selecting an HRIS that is designed to adapt to the needs of a growing business or that can be used by businesses slightly larger than yours may help you to avoid the future headache of having to acquire a completely different HRIS and start all over from scratch. While your business may not grow or expand for several years, it is good to think ahead and save complications later.
How Long HRIS Implementation Will Take
The expected HRIS implementation timeframe is an extremely important consideration for selection. The longer and more complex an implementation project, the more it costs your company and the longer it keeps your employees from focusing on revenue-driving activities. Information regarding HRIS implementation timeframes may be obtained from vendors, but it may be wise to speak to companies that have gone through the actual implementation process in order to assess the accuracy of those estimates.
After finding out how long implementation generally takes for a few different systems, it is helpful to figure out exactly how much time your company can reasonably spare. This will help you to narrow down your HRIS options and hopefully select an HRIS that truly works to meet your company’s needs.
Recruitment and Onboarding
It is important to ensure that a new HRIS will meet all of the recruiting and onboarding requirements of your strategy. Digitizing both the recruiting and onboarding process can ensure that your HR department not only has access to a wider pool of qualified candidates but also allows hiring managers to immediately take action to make an offer to the best possible recruits.
A HRIS can also streamline the onboarding process by allowing HR managers to keep better track of all documentation. This can help ensure that all legal requirements are met, all paperwork is filed digitally in the same place, and determine compensation for new employees.
Employee Engagement and Promotion
Another important strategy to consider when looking at a new HRIS is your plan for keeping employees engaged and productive. The new HRIS should offer features that allow HR managers to track rewards and recognition given to employees, both financial and non-financial. Your strategy to keep employees engaged and productive is important to your overall HR strategy and the HRIS should ease the work needed.
Employee career advancement and promotion is also something a HRIS should include. Your company’s strategy for succession planning can save time and money by negating the need to hire outside talent for higher-level positions. The HRIS should be able to manage the paperwork for the promotion process as well as training programs, manuals, and other documentation employees may need to perform their tasks and develop their skills.
Managing Employee Performance
Consider your HR strategy for monitoring employee performance when you examine the features of a new HRIS. Digitizing annual reviews is only part of what a HRIS can do for your HR department. Your new HRIS should also assist your HR managers with the process of setting goals for employees and tracking their progress towards those goals.
Having a reliable method of viewing progress can help employees stay motivated.
As the world becomes increasingly technology-oriented, it’s important to consider technology itself as a part of your overall HR strategy. Not only does a HRIS help make your HR department more efficient and free your HR managers from the more mundane tasks, but a HRIS can also act as a part of the company’s image.
Employees, especially younger employees, may see a lack of technology as a sign that your company may not be the best fit for them. A company that uses technology to make both the running of the company and its employees’ lives easier may be seen as being more modern and with the times than companies that do not.
Would a HRIS help you better execute your HR strategies? If you think it would, but would like assistance selecting your perfect software, visit our vendor match page and tell us your goals. We’ll get back to you with a shortlist of top quality solutions that will meet your needs and budget.
Authored by: Dave Rietsema