During a demo for new HR software, employees and managers often get caught up in the hype of viewing a new system and forget to ask some important questions. As a result, critical needs can be overlooked, which can compromise the effectiveness of the new system and the company’s productivity after implementation. Other aspects of the organization, like the security of employee data, may also be put into jeopardy when the right questions aren’t addressed.  

1. Who Delivers HRIS Training?

If a vendor is paid to help train employees on the inner workings of a new HRIS, it’s important to find out  exactly who will be administering the training. Some vendors hire third parties to help with training, rather than sending staff members to train companies. When a third party is used, training may be less effective.

Therefore, companies should be able to research the company that will provide training, prior to purchasing a new HRIS.

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2. What’s New and Is It Easy To Use?

A respectable vendor should have conducted enough research on a company’s existing software, in order to show managers and employees what is different about the new software. Understanding the differences may help employees easily figure out how to use the new software, if it is unintuitive enough.

3. How Secure Is Employee Data?

HRIS can store highly sensitive information such as employee’s social security numbers, health data, background check results, and bank account information. If a data breach occurs, it can be costly for the organization and the employees. It  may also compromise the trust that employees and customers have within the organization.

Security features of a HRIS and vendor training for security awareness should be discussed in depth, prior to purchasing a HRIS.

4. What Happens When an Employee Leaves?

On the same thread of security, it’s important for companies to inquire about protocol for offboarding employees.

Employees may have access to some sensitive company data that can be accessed from a remote location. Thus, it’s more important than ever to ensure that employees can no longer access the information, after being terminated or quitting. If the proper procedures are not in place, employees that possess the inside knowledge needed to access company information may be able to steal data and assets after leaving.

5. What Ongoing Support is Offered – and What If the Vendor Goes Under?

Many HRIS are moving to the software-as-a-service model, with service and support available for an ongoing monthly charge. This is beneficial in many ways because companies do not have to pay extra for needed support. In addition, updates can be made easily as needed to comply with new regulations and trends.

However, if a vendor goes under, a company may need to start from square one, if the vendor does not have a contingency plan in place.

6. How Easy Is the System To Integrate?

Many companies have a few different systems available to store supporting documentation for employee files, payroll information, and other information. While it may be possible to someday condense all of these systems down to one, it is helpful for companies to understand whether HRIS can be smoothly integrated with the existing systems to speed implementation. Manually inputting all data from other systems into a new HRIS can seriously impact a company’s operations.

We can help you set up demos and walk you through questions that may be valuable for your particular company or industry. To get started, visit our vendor match page.

Authored by: Dave Rietsema