Selecting an HRIS goes far beyond a software purchase decision, and therefore, it is necessary to have a clear process in place to make your decision with confidence.
Depending on the size of your company, the number of key decision-makers, the objectives to be achieved with the HRIS and its functional scope, the decision-making process could take from a few weeks to several months. If you need to go to tender, the whole thing can even take 12 to 18 months.
In order to guide you, here are, in our opinion, the key steps to follow as part of your decision-making process.
Step 1: Define and document your needs
This is the key to an informed decision. If you don’t know your needs, choosing an HRIS may be difficult. What’s your situation?
- Need to consolidate several existing systems into a single HRIS
- Initial implementation of HR management software
- Replacement of software that no longer meets your needs
Whatever the context, it’s very important to create detailed specifications, while paying attention to what is considered superfluous. A list that is too detailed could complicate your process, while specifications for only a few modules could prevent a more global reflection on your needs.
In your reflection, you must take into account your current needs as well as a margin of evolution for the future which will allow the HRIS to support the growth of your company.
Step 2: Perform market intelligence
Do your own research within your network but also online to develop your understanding of what is available on the market.
Since the HRIS software offer is very diversified, identify the publishers who offer solutions adapted to the size and complexity of the structure of your company.
Step 3: Set a realistic budget
Determining a budget envelope for the implementation of an HRIS is not easy. Budget estimates are often too conservative, so opt for a wide range.
In any case, it is essential to consider the implementation of an HRIS as an investment and not an expense.
In 2020, 74% of companies planned to increase their investments in HR technologies, according to PWC.
Read also: HRIS software: how much to they cost?
Step 4: Get management support
Involve management in the project, especially for validation and alignment with company growth objectives. With this essential support, you will be able to move forward more quickly in your process.
Step 5: Demonstrate the expected return on investment
To carry out your HRIS implementation project and demonstrate its success and profitability, work to document the potential gains. Typically, returns are made on the process processing time, the rate of compliance with regulatory requirements or even HR indicators such as the turnover or absenteeism rate.
Read also: People analytics: how to use HR data to optimize decisions
Step 6: Contact the suppliers
By this point, you will have already done some preliminary research on the various HRIS providers and identified a few in particular. Now is the time to contact them to learn more about their respective products to narrow down your selection. Ask them for a quick presentation or a phone call to gather more information.
Step 7: Determine your selection criteria
The information gathered should have narrowed down the range of HRIS possibilities that meet your needs. Before analyzing the options, be sure to define the essential and secondary criteria for selection. You can weight these criteria according to their level of criticality.
Naturally, your criteria will involve:
- Software features
- Software services, support and maintenance
- Implementation methodology
- Deployment time
- Global expertise of the publisher
Base your selection on a grid allowing you to have objective criteria. Logically, these criteria will be found in specifications that you will submit to publishers.
Step 8: Ask for detailed presentations
Request a detailed presentation from the publishers you have pre-selected according to your specifications. Make sure you allow enough time for this meeting. Generally, it takes between 1.5 and 2 hours to cover 5 key steps:
- Presentation of the company, references, corporate vision
- Exchange on the understanding of the needs
- Adapted demonstration
- Explanation of project methodology, timelines
- Validation of technologies
This meeting is also the time to ask your questions:
- How is the analysis of HR processes performed?
- What is the project management methodology?
- What level of involvement is needed from my resources?
- How long will my employees need to be involved in the deployment?
- How is user training?
Step 9: Analyze the offers
Identify the finalist(s) and request a contract proposal. Make sure you understand the different elements of each offer and ask for clarification if necessary.
HRIS implementations are complex projects; however, contract proposals can be simple and well framed.
Step 10: It’s up to you, make a decision and move forward!
You have all the cards in your hands. Confirm your decision on an HRIS partner and move on to the project phase.
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