Selecting an HR Software System
The process of selecting and implementing a business critical system, such as HR Software, must take into account a number of different elements:
Selecting an HR Software System
Does the Software meet your individual needs?
Nowadays, HR providers offer a wider range of products than ever (that can typically all function together or alone), to try and fulfil the growing needs of an organisation - These can range from basic personnel administration modules to time & labour scheduling management.
However, an HR system must be selected based upon your individual organisation’s requirements - it must fulfil all of your specific organisational needs. Does it provide the functionality required by the organisation now, and also meet the anticipated scope of requirements for the future? System flexibility is an inherently critical factor - no organisation is the same.
System Integration
Another important element is - is the HR system compatible with 3rd party applications? Modern HR software should be developed on platforms that integrate easily with other software systems, allowing HR to streamline otherwise time-consuming and laborious processes - for example, the development of import and export tools between business systems. The ability to integrate your most up-to-date source of people-data with other systems can lead to huge reductions in operational costs.
Managing Time & Budget
The implementation of HR Software requires (of course) both time and money, typically the two biggest restraints to any project. It’s important to build contingency time into the implementation of HR Software, as all organisations’ requirements and expectations will be different - and therefore the cost of each project can vary considerably. One highly beneficial option worth considering is to undertake a scoping project with various providers prior to committing to a system purchase. The Scoping process involves an HR Systems Consultant meeting with you and determining your organisation’s exact needs and requirements (which will often only become evident after a process such as this) against a standard implementation. The result will be a far more accurate determination of the project costs, and a better idea of the timescales that can be expected.
Supplier Pedigree & Existing Clients
Once you’re narrowing down the number of suppliers that you’re seriously considering based on product functionality, carry out some background research on the providers in question. How long have they each been in business for? Are all of their products developed in-house, or do they work closely with strategic business partners to deliver a wider scope of products? Do they serve other organisations in your own industry?
Any provider worth considering will have a range of Client case studies available, so ensure you request these up-front. In addition, the supplier should be able to provide you with existing Client contacts that will be willing to speak with you about their experiences with both the system and provider. Any supplier without these kinds of contacts in place should be of concern; why would existing Clients be unwilling to share their experiences?
Training & Support
Current HR Software technology is designed to be easy to use - However, the sheer amount of functionality available in modern systems will guarantee the need for users to undertake system training.
Questions to ask the potential suppliers should include:
- Does the supplier offer full product training?
- Is the training available on-site or just at regional training centres - would this be convenient for your organisation?
- Can the supplier provide technical product training to your IT department?
- Does the supplier have a helpdesk in place, to ensure the users have full support available to them at all times?
