When it comes to choosing an HRIS solution from among the many on offer, adopting a structured approach is the only way to make an informed decision that meets your needs. Here's our suggested approach :

Step 1 : Needs identification, organization and planning

First of all, you need to identify your organization's needs and objectives in terms of human resources management : it's important to clearly define what the organization expects from the new HRIS in terms of functionality, efficiency and adaptability to the company's specific needs. Many of our customers are wondering whether they should replace their existing payroll solution when deploying an HRIS. HRIS exists with or without a payroll module. We invite you to read the article Do you really know what an HRIS is? | Komplice, as there is often a misunderstanding of what such a system offers. There's no need to replace a well-established solution!

Next, define the project's scope, governance, timetable and, of course, budget. Organize a kick-off meeting with those involved, and schedule follow-up meetings.

Step 2 : Mapping of HR processes

This is a crucial stage, because you can't initiate an HRIS selection process unless you have a good grasp of your current HR processes and an informed vision of those to come in the short and medium term. You therefore need to revisit your processes, as well as the tools already in place and any malfunctions, in order to identify areas for improvement and the essential functionalities of the next HRIS. This step will enable you to detail the arguments in favor of change.
Once all your processes are within your grasp, deployment of the chosen solution will be accelerated.

Step 3 : Definition of functionnal and technological requirements 

This is a laborious stage, requiring you to draw up a detailed list of your functional and technological requirements by major HR process.

Working with a specialized firm will help you save time and increase efficiency, since Komplice's HRIS specialists offer standard, up-to-date requirement grid models.

Step 4 : Identification of potential HRIS solutions

Depending on your project's scope and the functional and technological requirements, you'll be able to draw up a list of potential HRIS solutions.

It is therefore necessary to identify your selection criteria based on your identified needs, such as: compatibility with your existing systems, ease of use, modularity, cost, technical support, data security, etc.

With so many technologies on the market, this can be a daunting task. You can't rely solely on the presentation made by suppliers on their websites, as the information provided is not sufficiently detailed to enable you to determine whether the solution is appropriate for your needs.  

Take the time to find out about the supplier's reputation, gather user reviews, get their feedback and satisfaction levels. Make comparisons.

Step 5 : Calls for tenders and demonstrations 

Then comes the stage where you can compile all the essential elements of your project in a document, and collect responses from the selected suppliers. Invite them to give you a demonstration based on scenarios closely aligned with your processes, functional and technological requirements.

Step 6 : Final selection and contract negotiations

Finally, your project team can get together to complete an evaluation grid to select the winner! We encourage you to identify a champion and an option B so that you can compare the 2 commercial offers and choose according to your criteria defined in step 1 (budget and scope).  

Negotiate the terms and conditions of the acquisition: you need to negotiate terms and conditions such as cost, duration of the contract, technical support, etc., and then finalize the implementation of the new system in close collaboration with the supplier, with support where necessary.

To conclude 

Although we've outlined the various steps involved in selecting your next HRIS, you'll need to decide whether you want to venture into this project alone, or with the help of experts. Faced with the numerous solutions available on the market, if you haven't carried out an in-depth analysis of your needs, you run the risk of making the wrong choice. Similarly, if you don't know all the options available to you, you run the risk of missing out on the system best suited to your context, and your teams will be disappointed not to find certain functionalities essential to their department's operations. Our team of HRIS experts has designed a grid of nearly 450 functional requirements to consider during the selection process, and provides you with tried-and-tested, up-to-date tools to ensure the success of your project.

Don't hesitate to contact us to discuss your requirements. 

 

Carole Mari, MBA, CRHA, HRIS Senior Analyst