5 Tips When Choosing an HRIS System

Welcome everyone to Episode 2 of our Channel44 Podcast! Today, we are talking HRIS systems. HRIS stands for Human Resource Information Systems. Three of 44North’s in-house experts discuss 5 tips when looking for an HRIS System. Brigitte Sloat is an Account Executive and Kelly Dent and Alicia Starkey are our Online Experience Team Leads.

Tip 1: Identify and prioritize your needs.

• When you say HRIS, it can mean different things to different people. To some it is a benefits administration platform, to others it’s Payroll and Ben Admin, to others it could also include time and attendance, etc.
  • And depending on what you need, what is the most important.
  • Pull together a team/committee, getting input from every area of your organization that will be impacted (Especially finance) and create a scorecard for the vetting process.

Tip 2: Ask the right questions.

• We’ve worked with multiple systems and with vendors who looked good on surface but deeper questions revealed more.
  • Example. Don’t ask yes or no questions. Can the system do ______? Is a yes or no question. How does the system do ________? Or Show me what it looks like when the system does ________. Are better questions to ask.
  • Are you and the vendors you’re talking to speaking the same language? You may have one version in your mind and the vendor may think you’re asking something else. Having them explain how or show you how can quickly reveal if you’re not on the same page.

Tip 3: If you have an existing system, don’t assume issues are always a limitation of the system.

• We’ve heard employers complain that a system is not working or they’re frustrated that the system has limitations. We know the system is capable to do what they need, but the reason it’s not doing what’s needed is because it was programmed incorrectly.
  • Not all partners or service/implementation teams are created equal, whether through a third party or the software vendor itself.
  • If you’re thinking of replacing an existing system, you might want to interview another provider of that system to make sure you’re not going through a system change if you just need a system tweak.
  • That’s another question you should be asking is what does service look like after implementation. Are you going to be interacting with a ticketing system or are you going to have a live person who can help you manage ongoing.

Tip 4: 1 Size Fits All = 1 Size Fits None

• It’s easy to be sold on a system that can do “everything”.
  • In systems that combine multiple HR functions, they probably do 1 thing really well and the others are add-ons.
  • Example. A payroll software company that adds on benefit admin and then adds on time and attendance, etc. Chances are they’re good on payroll but probably not as strong as the others.
  • You’ll also find that sometimes behind the scenes it’s not all one system but multiple systems connected to each other.
  • Not necessarily bad, just be aware and as you’re evaluating between different systems take note of which ones are stronger in which areas and align those with what’s most important to you.

Tip 5: Always check references

• Good practice for any vetting process.
  • Ask vendors for references with multiple years of experience with the system.
  • Seek reviews through external sources like your benefits broker, other HR professionals and association contacts
  • Ask for at least 1 negative reference or 1 challenge. There is no perfect system. Make sure you can live with its imperfections.

There is so much that goes into making a decision on new tech