Evaluating HR system software is a common task that most HR professionals have tackled at some point in their career. However, HR software systems are ever-changing, so the processes that worked yesterday may not be as effective today. The following tips may help make HR system evaluations as successful as possible and ensure that it’s the smoothest operation of the business.
Formulate a Strategy
It’s necessary for an HR professional to possess a clear picture of how the company would function with an ideal system in place, before beginning a system evaluation. The picture should be broad in scope and encompass all aspects of the company, not just HR systems.
Knowing what the system is capable of will help executives adequately manage human capital to meet these goals and identify what aspects of the current technology need improvement. Once these objectives have been clarified, it will be much simpler to create a realistic timeline for acquiring the needed technology. After this strategy has been formulated, complete with goals and timeframes, it will be possible to review the details with top executives and all employees that will be affected.
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Assemble Appropriate Teams
Having a core team, an extended team, and a demo team will ease system evaluation research and streamline implementation of any system changes. The core team will be involved in every aspect of the evaluation and implementation process. In addition, it should comprise and represent all members that will be substantially impacted by the change.
The extended team should include all members of the core team, as well as HR professionals and employees that work directly with stakeholders. The demo team should include all members of the extended team, plus employees from areas of the company that will be impacted in any way, shape or form..
To discern organizational requirements, interviews should be conducted with the leaders of each area in the organization. A requirements document should be drawn up after these interviews have been conducted to compile the most important requirements, all of which must be stated in a way that is concise and easy to understand. The requirements should be assigned priority and reviewed with team members for consensus.
Evaluate Technology Fit
Vendors will generally conduct a demo of software so that companies can determine whether the technology will fit prior to purchase and implementation. These demos should be attended by employees on the core team so the system implementation can be discussed following the demo.
After attending demos, core team members should rate the systems on functionality, usability, and any other key decision drivers that have been decided upon in advance. These ratings can be reviewed later to easily establish the technology that will best fit with the existing company culture.
Narrowing Vendor Selection
No more than three vendors should be selected to conduct demos. By the time vendors are selected to conduct demos, it should be clear that each of the selected vendors could be a good fit with the company. When vendors conduct the demo, companies can make sure that vendors display all important features and accurately represent system functionality by providing a script for the demo.
After the demos, the demo team should meet to determine the best vendor, based on all compiled information and rankings. The entire process will generally take about 12 weeks, so adequate time should be allotted to allow a thorough and successful system evaluation.
Our professionals can provide guidance and support throughout the HRIS selection process. Visit our vendor match page today to begin your HRIS journey.
Authored by: Dave Rietsema