Things to Consider for a Successful HRMS Selection

Mary Ellen O'Neill, Practice Leader - PeopleSoft, PSC Group, LLC

Written exclusively for www.HRSteam.com

 

So you’ve decided to implement a HRMS! Whether you are implementing a HRMS for the first time or replacing an existing, outdated system there are some key points to consider for selecting the right system.

• Include key personnel in the system selection process. You should include management and functional end users to ensure that the system you select will meet the needs of the organization. You should also include resources from your IT department who are able to determine if your in-house staff can accommodate the installation and implementation of your new system. This should be a much smaller group than was needed for the preparation stage.

• If possible, talk to people at other companies who have recently implemented a new system or upgraded an old one. They can provide some useful insight on a number of things. Some questions to consider asking:

• What HRMS products did they review?

• What HRMS product did they select? Why?

• Why did they not select the other HRMS products?

• What pitfalls did they experience?

• What would they do differently?

• What would they do the same?

• Are they happy with the product they selected? Why or why not?

• Choose at least three to four HRMS products to review. Have each vendor give a demonstration of the system. During the demo, make some notes on areas of interest or concern. If you have any questions make sure ask them! And, make sure you get answers. If the person giving the demo is not able to answer your question at the time make sure they get back to you! Chances are if they cannot answer your question and do not follow up with you at a later time you can expect the same type of customer service from this vendor. When choosing a system you are also choosing a vendor. Make sure the vendor is responsive to your needs.

• Refer to your documentation on current day-to-day business processes.

• Refer to your documentation on where you can improve upon your current business processes. Keep in mind:

• What problems need to be solved

• What functionality is currently lacking

• How can duplication of effort be eliminated or significantly reduced

• What manual processes can be automated

• Refer to your HRMS functional requirements

• What functionality/features does the new system need to have in order to accommodate our current and improved business processes (need to have)

• What functionality/features does the new system need to have in order to accommodate new business processes (need to have)

• What additional functionality/features does the new system need to have in order to accommodate any future business processes (want to have)

• Refer to your HRMS technical requirements

• Develop a matrix that includes all the functional requirements, features and technical specifications your organization requires. After you view each product demo, fill out the matrix. This will make your system to system comparison much easier.

• Does the vendor require you to purchase any software you do not need? Make sure you get a pricing breakdown. Cost will be a very important factor. Ask about the initial cost to purchase, maintenance fees and support. Be sure to find out what is included in this cost:

• Does it include the software only?

• Is system installation included?

• Is system configuration included?

• Do they provide any implementation assistance?

• Is any training included?

• If you are still undecided ask for a more extensive system demo from any vendors whose products you have not ruled out. Does the vendor use his or her own product? If so and it is feasible, take a tour of the vendor facility to see how they are using the product.

Be thorough about your selection process. Take whatever time is necessary to select the HRMS that is right for your organization. Remember that you will have to live with your decision for years to come!