Are you ready to purchase HRIS software for your business? Do you know what to look for and how to choose the best system? Like any software purchase, HRIS software requires in-depth research and careful consideration of the needs of your business before making a decision. If you’re ready to buy, follow these eight steps for making a purchase you won’t regret.
- Research available features.
Basic features will be offered across the board, but it’s also important to know what optional features and modules are available. Core requirements should include:
- Time and attendance
- Payroll
- Tax withholding and reporting
- Group benefits administration
- Personal employee data
Additional features may be beneficial to you depending on the needs and size of your organization. Consider whether you need a fully integrated system or whether you wish to purchase specific modules to augment your current system.
- Iron out the budget.
Determine how much you will be able to spend on a system and get management approval for the purchase. Be able to defend your budget proposal based on cost vs. benefit while demonstrating how the new system will increase efficiency, improve internal integrity, and save money over time. You may also want to bring other departments such as risk management, development, accounting, or recruiting on board since the software may benefit them as well.
- Do a needs analysis.
What does your software need to do for your company? Where are the friction points that sabotage efficiency or make extra work for your staff? Are there any usability problems? How will the software help you accomplish your organizational objectives? Is the software scalable to account for future growth? Do you have infrastructure for an on-site solution or would software-as-a-service be a better option? What kinds of reports do you need to generate? Will the software need to manage employees at multiple locations?
- Identify specific requirements.
If you have done a thorough needs analysis, creating your requirements list should be straightforward. Remember to separate the true requirements from the nice-to-haves. Be careful that you don’t over-purchase beyond your current business strategy; at the same time, however, make sure the software can deliver the functionality you need.
- Create your vendor shortlist.
With a clear picture of what you’re looking for, it’s time to begin evaluating vendors. Our comparison tool can help you narrow down your search by creating a list of vendors that meet your requirements.
- Get quotes and do in-depth research.
Get a quote from each vendor on your shortlist. Make sure the quote includes detailed information about fees and services, including specific fees for training, implementation, maintenance, and upgrades. Ask about fees for any additional training or assistance you need. This is also the time to research the company to find out how long they have been in business and what reputation they have in the marketplace.
- Schedule demonstrations.
By now, your list of possibilities should be narrowed down to two or three options that meet your requirements and fit within your budget. Schedule software demonstrations with these vendors so that you can ask any questions, learn more about how the software works and how it will be implemented for your company, and evaluate the strengths and weaknesses of each package.
- Buy with confidence!
If you have followed each of the previous steps carefully, you can make your decision with confidence. You may want to ask the vendor whether you qualify for any software discounts that aren’t advertised on their website.
The right HRIS software can make a huge difference in the day-to-day functioning of your HR department. Whether you need a fully integrated system or a few extra modules to provide additional functionality, these eight steps will help you make the right choice for your organization.
You can start your search now using the HRIS Selector Tool on compareHRIS.com.
