Have you decided it’s time (or past time) to purchase a Human Resource Information System (HRIS)? If so, this is a good place to start. There are many options in the market and it is critical to choose the right one since you will be using it for years to come. Before you make this important investment take the time to research, evaluate and select the best HRIS for your company. To help you with this process we have put together a list of action items and scorecard categories to help you involve the right departments and identify and evaluate what a successful HRIS looks like for your company.
Please note that this is just an example and that you will want to create comprehensive selection criteria and a plan based on your company’s unique needs, structure, and support systems.
Get Started! Action Items and HRIS Scorecard:
- Collaborate with management and discuss:
- Users – frequency and access
- Reporting needs
- Education – make sure they understand how an HRIS will benefit them and how they can leverage its features
Collaborate with Information Technology (IT) and discuss:
- Relevant specs; limitations
- Security requirements
- Regulatory requirements (if applicable)
- Availability and expertise of internal IT support
Collaborate with Finance/Accounting and discuss:
- Payroll – Is there an interest in linking the HRIS and payroll now or in the future; does the current payroll provider offer an HRIS option; what data does payroll currently track that makes more sense to track in an HRIS?
Collaborate with the HR staff and discuss:
- Number of users and what level of use (frequent, occasional)
- User’s level of access (data entry, report writing, table set-up, read-only, etc.)
- What kinds of HR information does the staff wish to track, report on and analyze?
- Employment – online application form, applicant tracking, EEO information, auto responses, interview scheduling
- Benefits – administration, benefit statements, costs, enrollment details, personalized letters, COBRA
- Compensation – salary history, rates, job families, titles, stock tracking, bonus tracking, exemption status, etc.
- Performance management – tracking, auto-reminders, rating, ability to store completed documents electronically in the system, online form
- Training – training taken/scheduled, licensing, certification, degrees
- Compliance: EEO, FMLA, OSHA, I-9
- Reporting: standard reports – how many and what kind (EEO, Employee by Jobs, etc.), report writing capabilities, letter writing capabilities
System – Think about system features you might want:
- User fields available for customizing
- Auto alerts
- Integration capabilities (does it integrate with Outlook?)
- Import/export capabilities
- Scale up and add on capabilities
- Cost – detailed quote
Technical Support – Critical components to include in your scorecard:
- Ratio of support personnel to systems sold
- Availability of support – 24 hour?
- Type of support – online, phone, tutorial, classes, etc.
- User groups (local and national)
- Cost of support – included or additional
- Contact information
- Years in business
- Target market (number of employees? particular industries?)
- Number of systems sold
- References from companies similar to yours
Putting together a scorecard now will help you be an informed consumer who can screen providers efficiently and intelligently. It will also ensure your investment is the right one.