After much deliberation and research, you have finally found an ideal software solution for all of your HR needs. You followed up your search with intense negotiations, which secured you an awesome price, as well as a top-notch support agreement. Now, you’re ready to sign the contract and implement the system – but are you really as ready as you think?
Before you make a definitive choice, consider these 10 essential factors.
1. Total Cost
You likely spent a lot of time and energy ensuring the best possible price for your HR software. However, if you neglected to consider the cost of future changes, you could find yourself investing considerably more than anticipated. Particularly if you implement a sizable HR software package, requiring countless changes and upgrades in the future, the surplus you gained initially could be quickly replaced by an equal or greater deficit.
So, you must inquire about these expenses upfront to save yourself and your company significant confusion later on.
2. License and Contract
Software companies are always careful to protect themselves, but what about the customer? If your rights, as well as the company’s responsibilities, are not clearly defined in the agreement, demand additions, amendments or revisions be made. The company may also make an innocent oversight or a blatant attempt to take advantage of you.
If you are uncomfortable with the provisions of the license, or lack thereof, speak up. The software company is strictly bound by their license. Even so, this can work for or against you, depending on what it says.
3. Installation and Implementation
Not all of a software company’s technicians are competent and experienced. Therefore, it is important to find out important details regarding the individuals assisting with the installation. Find out if they have knowledge and experience dealing with a company like yours.
While there is no way to plan for unforeseen events, having access to someone who has dealt with potential problems in the past will help make your installation and implementations go as smooth as possible.
4. Project Management
Project management is not one-size-fits-all; there are countless methods that can be used for different types of organizations. Find out what approaches the software offers and be sure they are right for you and your business.
5. Technical Support
Is there a dedicated support team available to handle bugs, kinks and problems that may arise? You need to know if repairs will be guaranteed quickly and easily. Ask about the type of support the company provides, as well as their expected time frame for resolution.
Unfortunately, not all problems can be resolved quickly and easily. Find out what your next course of action will be, if you are not satisfied with your results.
7. Fees and Charges
Don’t wait until an issue arises to discuss the fee for technical support, account management visits or contract renewals; educate yourself early to avoid expensive surprises in the future.
For many software applications, there are multiple versions available. It may be worth the extra cost to buy the more expensive version. Determine the amount and level of support included in the price to help you decide which option is best.
In a perfect world, everything works perfectly and there is no need for warranties. Perfection is simply not the case in the business world.
Does the supplier offer a guarantee, such as discounts or fee waivers if your issue is not resolved in a timely fashion? What kind of warranty is available for the software? These are major considerations whenever a company is contemplating which software to buy.
Finally, look into contract termination clauses. You do not want to get stuck with a product that fails to meet your needs. What are the notice periods for termination? Are there any loopholes that allow you to legally cancel your contract? Even if you never have to use them, it’s nice to know your options.
If you would feel more comfortable consulting with professionals who understand what to look for with HR software, don’t hesitate to contact us. Visit our vendor match page or call 866-574-4968 today.
Authored by: Dave Rietsema