Shopping is a popular pastime. A lot of people like to shop. But when you’re shopping for a new HRMS, the process of deciding exactly which system is right for your organization can quickly get bogged down in the details: whether to opt for on-premises or in the cloud, deciding on self-service functionality, ensuring mobile access, to payroll or not to payroll, the list can seem endless and any help is welcome. When you combine this with the fact you’ll be spending, on average, $6,125 per user of your system according to the latest HRIS research, you want to be sure you’re making the right decision. With that in mind, here are three key tips for planning your HRMS selection.
HRMS selection tip #1: Choose the right project manager
No project leads itself and even if you decide to bring in outside help, you’ll still need an internal project manager capable of running the process and balancing the varying agendas. Depending on how serious you are about your projects (and an HRMS is a significant investment) your project manager will be responsible for planning, resource management, project governance, risk management, choosing and leading the project team, delegating and monitoring tasks, and stakeholder management.
You’re looking for someone with at least an understanding of HR and the potential benefits of technology. But with a variety of stakeholders with different priorities, the core skill is communication. You might say, you’re looking for a ‘decisive diplomat’.
HRMS selection tip #2: Check out online HRMS demos to create your vendor shortlist
Naturally, before a final decision, you’ll want to check out a shortlist of options ‘in the flesh’ as it were. But to draw up that shortlist, you’ll need to cast the net wide and researching vendor’s online video demos can be a good way to draw up an initial roster.
However, remember that:
- Online demos are usually a less in-depth presentation of the system.
- They’re also scripted by the vendor, meaning you see only what they want you to see.
- There is limited or no opportunity for questions (some vendors offer a live online demo during which you can message your inquiries).
In other words, yes, use online demos to draw up your shortlist (very useful) but be wary of basing a final decision on them.
HRMS selection tip #3: Consider using an HRMS consultant
Sometimes it’s best not to go it alone. Especially if you’re lacking some crucial in-house expertise. An HRMS consultant can bring wide knowledge of the HRMS market which might be critical when you’re faced with the 100s of systems on offer. Whether it’s simply speaking the jargon, or being on the inside track for what’s new in HR tech, an HRMS consultant can fill the gaps you have in-house.
An HRMS consultant can help with:
- Gathering and sorting user requirements
- Shortlisting vendors and systems
- Setting up and evaluating system demos
- Contract negotiation with your chosen vendor
And you might engage a consultant simply because you and your workforce don’t have the time to manage the HRMS selection process yourselves.
This guest post was written by Dave Foxall. Dave has worked as HR Manager for the Ministry of Justice for a number of years, he now writes on a broad range of topics including jazz music, and, of course, the HRMS software market for HRMS World.