Once you’ve consulted with leadership, planned out a budget with your team, and narrowed your options, reach out to HRIS vendors. They’ll happily answer your questions about their software and show you a demo.
Look for an HRIS that’s user-friendly for employees, managers, and executives. It should also have robust compliance features and be secure in storing employee data.
Cost
An HRIS can be expensive, so it’s essential to take a comprehensive approach when choosing the right system for your business. Begin by thoroughly evaluating your current HR processes and procedures to identify problems or pain points. You can also survey your leadership and decision-making team to understand what they want in an ideal method. Once you have a clear picture of your business needs, you can prepare an RFP and send it to potential vendors.
During the selection process, you must review each vendor’s pricing model and ask about any additional costs you may face. For example, some providers charge a per-employee per-month fee, while others may require a one-time setup or upfront training fees. Lastly, be sure to factor in the cost of any hardware or software integrations your organization might need.
When considering the cost of an HRIS, remember that it is an investment, but it can be a great way to improve employee satisfaction and increase productivity. Ultimately, it is up to your decision-makers to decide whether the benefits outweigh the initial cost and commitment required to implement the system.
To help determine the best fit for your organization, scheduling demos with your top-choice vendors is a good idea. These demonstrations will allow you to see each software solution in action and ask any outstanding questions. Additionally, it is an excellent opportunity to evaluate each provider’s customer support and training options.
Functionality
HRIS systems allow companies to track all of the HR data they need. From hiring managers who see any hopefuls who apply to company-sanctioned training modules for new hires, an HRIS allows companies and their employees a one-stop shop for information.
A good human resources information system can also streamline and improve employee experience, which is critical to building morale and loyalty. For example, a good HRIS can offer employees self-service tools that make it easier to submit requests, access their information, and communicate with supervisors. It can also automate workflows and reduce email and paper-based processes. Some HRIS solutions offer advanced features that allow managers to track and support the success of their direct reports, which helps ensure high-quality work and encourages collaboration.
Lastly, an HRIS can help ensure compliance with local and national policies and regulations. Whether you’re dealing with the Affordable Care Act, the Worker Adjustment and Retraining Notification Act, or another central policy, an HRIS can help keep your team updated on the latest updates and changes.
As you consider your options, it’s important to remember that any system you select should be able to scale with your business. Even if your current workforce is small, you may need to plan for growth in the future. The right HRIS can manage the needs of your team now and be a valuable tool for addressing any potential expansion.
Integrations
An HRIS can include several modules, such as a database of employee records, a directory, applicant tracking systems, electronic signatures, compliance protocols, customizable insight reports, and more. However, the scope of any HRIS can vary depending on the organization’s current procedures and its goals for the future. This means the selection process must be collaborative between HR and IT professionals to determine what is needed.
It is also essential to consider future growth. Larger organizations may need an HRIS that can scale as the company grows. Additionally, the system should be able to handle new hires as well as internal transfers. This means the selection process should involve reviewing current HR processes and discussing with the leadership team what the company needs in an HRIS.
Once the needs have been determined, it is necessary to compare the desired features against the minimum requirements. This can be done by creating a chart that ranks each element based on its importance and using it to evaluate different options. Additionally, looking for vendors that offer a comprehensive support model once the HRIS goes live, including ongoing training and a dedicated service team, is critical. In addition, the vendor should provide support in multiple formats to meet the needs of various employees, such as live training sessions, videos, written walkthroughs, and e-books.
Security
When evaluating HRIS vendors, ask what measures they take to protect the security of personal employee information. You may also want to verify that the platform is compatible with existing technology systems, like payroll, and can support future integrations with additional methods, including direct carrier connections, job costing applications, or eLearning platforms.
You must also consider your business’s current and future size when choosing an HRIS. If you’re an SMB but expect to grow into an enterprise in the next few years, investing in a system that is scalable for that larger organizational scale might be more cost-effective.
Once you’ve done your research, you’re ready to begin planning to get an HRIS for your business. Start by creating a proposal for your organization’s leadership that outlines the benefits of such a solution and how it will help solve your problems.
Once you have a budget and leadership approval, reach out to the HRIS vendors you’ve narrowed down your options to discuss pricing and implementation. Typically, HRIS vendors have a dedicated service team working with you during the setup process to ensure your system is implemented correctly and can be used at total capacity. Then, once the implementation phase is complete, they will continue to provide ongoing support for any questions or concerns you have.