Top 6 questions to ask before replacing your HR Software.

Buying a new HR system for your organisation can be a daunting task, especially as there are so many systems available that offer differing levels of functionality. The last thing you want is to invest in a new system, only to find it does not meet your business requirements and replacing it would be costly and more than a little embarrassing.

It’s very easy to be swayed by great looking systems and slick sales people, overlooking what functionality it actually offers, so to help here’s our top 6 questions to ask yourselves before parting with your cash.

1. What is it you really need?

One of the most difficult challenges when deciding on a new HR system is to fully understand your requirements (and sticking to them).

Understanding how you manage your HR information and processes, then identifying what area’s you would like to improve is critical to determine what it is you would like to achieve by implementing a new HR system.

The HR department often has many different responsibilities within the organisation such as managing Fleet, Employee Training, Company Equipment etc). You don’t want to implement your new HR system only to realise it there’s somethings it cannot do and then have to purchase other systems to do these tasks.

Having a clear list of must haves and nice to have’s will help keep you on track when looking at different systems to avoid being distracted by something that looks great but that you don’t actually need.

2. How easy is it to use?

The key to a successful implementation of a new system is getting all of your users to buy in to using it. Having a clean and easy to use interface is essential to ensure users feel comfortable using the system and to avoid the expense of a protracted end user training programme or having to repeatedly provide users with ongoing support.

The easiest way to check the usability of the system is to get an online demonstration by the provider. If you find it complicated, its more than likely your users will too.

3. Is it secure?

Data security has never been more important. Make sure the HR Software supplier is able to demonstrate that their system can provide the highest level of security for your data.

Additionally, the system must have comprehensive yet flexible security profiles, allowing you to create user accounts that provide access to just the employees and data relating to their role.

4. Can I access it remotely?

With more people working from home or whilst away from the office, remote access is extremely important. Being able to allow users to process a HR task such as booking or authorising a holiday request securely from a laptop, tablet or mobile phone whilst out and about will speed up HR processes and avoid employees being disgruntled because the task wasn’t actioned in time.

5. Is it flexible?

The way we work is constantly changing and this is especially the case with the HR Department. Having a system that provides flexibility and an ongoing development programme is extremely important to ensure you can adapt to and changes such as new or updated HR legislation.

Being able to add custom fields, or create your own letter and report templates without the need to pay for extra consultancy by the provider could be invaluable as its quite easy to rack up additional costs each time you need a new report creating because the software doesn’t have the tools to allow HR Administrators to do this themselves.

Additionally it’s important to get an idea of the longevity of the HR Software. Make sure to ask your potential provider what developments have been added to the system in the past 12 months as well as what the roadmap is for the next 12 months to give you an indication of the rate of development of the software.

6. Is the supplier going to look after me?

It’s not just the HR software that needs to meet your needs. Getting a supplier who is committed to providing a high level of support once you’ve paid the invoice for the software is also an important factor.

Look for a supplier who is invested in its customers and who will work in partnership with your business long after the software is installed and rolled out.

It’s not always easy to get customer references for HR software so check the suppliers website for case studies to see the kind of companies they have worked with and to get a feel for the relationship they have with their customers.

More information

PeopleFirstHR is software designed to streamline your HR Processes, keep you compliant and help with employee engagement.
Contact us for more information or sign up a for an online demonstration or 30 day free trial.