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Top 15 questions to consider before implementing HR software

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Every question is a cry to understand the world better. And especially when it comes to implementing HR software in your organization, the more questions you ask yourself, the better.

It is required to make sure your HR automation goes as smoothly as possible. Internal assessment helps a lot, to better understand your requirements, create a structured road map of the project, and ensure the optimum use of your time and resources.

It is your people that form the core of your company. They are the ones who keep the organization running. And so, it is imperative to nurture them in the best way possible.

Buying HR Software? Answer all of them.

Let’s break the questions up in three specific categories:

  1. Questions for yourself
  2. Questions about the software
  3. Questions about the vendor

Questions for youRSELF

1. What are the processes that can be improved through HR SOFTWARE?

It is essential to the success of an HRMS implementation that the scope of the project is identified well in advance. In other words, if the scope of the project is frozen before any work begins, this way the implementer avoids unexpected costs, Time savings and ultimately, much frustration.

For this reason, it is important to identify all the areas of automation, then prioritizing each automation process based on its need/desire/ROI.

If there are many stakeholders within your company, it is a good idea to obtain their sign-offs at this stage so that a specific requirement for your company is frozen.

2. How will you measure your ROI?

ROI is a key evaluator, that justifies a large expense within a company

Return on investment or ROI is a key evaluator, that justifies a large expense within an organization.

Measuring the ROI is essential as this sets the standard for future additions of functionality into the system. Technology adoption ROI is directly linked to the overall profitability of the business, so managers and business owners should always keep this in mind.

3. How do you want to handle resistance to change, during implementation?

In any large organization, Change is followed by reluctance to adopt, by the employees. This is human nature. When we are required to change our habits, we become reluctant. Necessity based change, on the other hand, is adopted well in most cases.

You too, will find that a small group of your employees who benefit will be quick to adopt and a larger group will complain, or not see the point at all.

Your goal here is to create a winning story for all your stakeholders and make them want to be part of the change, mainly by highlighting the benefits they would receive from the transformation.

Examples of such activities can be:

  • Circulating flyers and surveys for employees prior to the project initiation, here they would feel more involved throughout.
  • Group activities/Discussions to get employees excited about the expected change.
  • To announce the importance of a centralized system, so that all employees realize that learning the new system efficiently would give them the opportunity to perform well within the company.

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4. Who are your key decision-makers/stakeholders?

It is vital to figure out the possible stakeholders before initializing such projects. The actual end-user experience should be considered the most – in this case, the HR department itself. The top management generally would care mostly for the general overview, interactive reports and dashboards. Whereas, your HR executives are the ones that would have to manage the whole system. Thus, their feedback and requirements are absolutely crucial. Mapping out the decision making process and pointing out the flow of authority beforehand, facilitates the smooth implementation.

5. What’s not working out with your present solution?

Before trying to find the answer to this, what you would want to do is to identify where you currently stand with your human resource management.

Ideally, your organization would fall under one of these categories:

HRMS practices in place

In the age of constant innovation, it is highly possible that you must be using some digital platform to manage at least some portions of your HR. Once your organization starts to grow, your HR management tool that you incorporated once you were starting up, might require more functionality and scalability.

This is what might have led you to look for a more streamlined HR software solution. Understand the present shortcomings of your existing solution and align it with your organizational goals.

Discuss with your employees and your HR department. Get them involved.

6. Have you created a priority list for your HR automation?

Adding to the previous point, figuring out the shortfalls of your current solution, or mapping out what aspects of your HR automation you desire to achieve – should help you greatly in creating a priority list. This priority list can be something like this:

HR Software priorities

7. What’s your budget?

No organization would want to spend a significant portion of their revenues just for automation, disregarding the value provided overtime. If you are going to be made responsible for this project, you would want to ensure that you do not overspend. Thus, locking in the scope is of the highest priority.

Having a clear scope also means that your vendor can provide you with efficient service, and enjoy the work as well!

8. What’s your timeline?

Implementation timeline

How quickly do you wish to roll out your new system, or when do you want to “Go Live”?

An HRMS implementation always has unexpected obstacles; for that reason, always allow yourself some buffer time. The larger or more complicated your business, be sure to add a more considerable buffer time. This could be anywhere from 3 months to 3 years, depending on the size of your project.

A rule of thumb, always add 20% of additional time to your realistic figure. Of course, you will then have the chance to negotiate this time-frame with your selected vendor.

Questions about software

9. Where will you host your solution?

A key part of how the software would add value to your organization, lies in your decision regarding hosting. There are two primary ways to consider this:

  • Will your organization want its own “on-premise” servers?
  • Will your organization want to buy Infrastructure as a service (IAAS)?

Both options have their pros and cons. Both of them are equally viable, depending on the organizational needs and constraints.

Depending on the solution required, it is also possible to craft a hybrid hosting solution. With modern technologies, the possibilities are endless.

10. Is it compliant?

In our working lives, there are several legal boundaries that must be complied with. Noncompliance can at times be a deal-breaker or the reason for penalty. You must keep in mind all the rules and regulations your HRMS needs to be compliant in.

These factors can include the following:

  • Security issues
  • Data management protocols
  • Disposal of records
  • Access to personal records
  • Audit reports
  • Regulatory reports
  • And more..

Having your compliance requirements organized in advance is a strong determinant of your implementation’s success or failure.

HR software anallytics help in decision making

11. Is it user-friendly?

You must learn to think like your user. Try to mimic their thinking process; if you can successfully do this, you would find the vendors’ demonstrations or prototypes presented to be useful utilization of your time.

During the implementation phase, no matter how robust, the user experience will play a big part in the success or failure of the project.

You want to test the demo solution to see how quickly basic tasks can be accomplished, which vendors solution does the same job in fewer steps? Is the interface attractive to use?

Consider asking yourself, does the system meet at least 70% of your needs?

Questions about the vendor

12. How Authentic is this?

Before rolling out a project to implement HR software in your organization, you would want to ensure the authenticity of the vendor.

Look for valid certificates and accomplishments. Understand and analyze the support structure; validate the people you would be working with before diving in.

13. Service & support, reachability?

Every software solution needs troubleshooting, maintenance, or customization. The larger your operation gets, the more you will need to rely on your vendor’s support. Ensure that you are in good hands.

Speak with other users of the product you are planning to procure. Be positive that the vendor would provide you with the backing and confidence you need.

Having the support team of the vendor communicating in your preferred language can also help you save time, money, and frustration.

14. How well do they understand the industry?

There are a lot of software companies out there. And there are the ones who specialize in HR software. Understanding the HR automation landscape and having extensive domain knowledge is the key.

Once you’ve decided to digitize your HR processes, and are actively looking for solution providers, look for the ones with a better understanding of the industry. An impressive list of clients also speaks for itself!

15. What is the Price?

Okay so now we come to the bottom line. The price, of course! Pricing options can be overwhelming.

Some basic terms you may want to learn about are:

Pricing Categories for HRMS


In a nutshell,

Although this list of questions may not be an exhaustive one, but hopefully this will give you a formula to pinpoint your exact requirements.

Keep these internal questions in mind as you research for the right solution for your HR department’s automation.

We are here to support you throughout your journey. Get in touch with our expert team with over 300 years of combined experience in the industry.

Learn how to Identify and differentiate what you “want” and what you actually “need” for your Human Resource Management System.

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Always stay one step ahead of your competition, have a look at our road map for your HRMS implementation.

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