Screening and Selecting Software

HRIS Project Phases NeedsAnalysis Design & Development Implementation & Maintenance

Key Decisions n New system or update? n Make or buy? n Evaluate the product n Evaluate the vendor

Vendor Evaluation Process Match between software and user needs. Goal is to meet most important needs with minimum customization. n Define requirements: functional, system ops, technical n Develop evaluation criteria n Request for proposal (RFP) or RFI to vendors n Screen out vendors that do not match criteria n Vendor presentations and evaluations –Look and feel, confirm capabilities, vendor reliability n Detail evaluation of finalists n Selection and contract

Functional: What It Can Do? n Applicant tracking n Attendance tracking n Benefits n Career Development n Compensation l EEO/AAP l Employee profile l History l Performance management l Others as needed

Systems Operations: How Does It Operate? n How user-friendly is it? Screen design? n What are its reporting capabilities? n How flexible is it? n What about security and file management? n How does it deal with data in other formats (import and export)? n How is it updated? How often?

Attributes of User-Friendly Systems n Easy sign-on process; security n Icons, menus, or both to guide user n Easy to learn and use n Guided through processes; easy to correct mistakes n Error messages are clear n Data dictionary available on ‑ line n Edit checks to verify syntax, semantics and overall n Down loads/uploads to/from PC products: word processors, spreadsheets n Effective use of graphics

Vendor Evaluation n What are the vendors’ credentials? n How they will help you get started? (Installation, implementation, training)? n What about support after the system is working? n What reference materials are supplied (documentation)? n Cost of initial software? Cost of updates? n How much of a warranty is provided?

Vendor Matrix n Sophisticated approach to comparing vendors and systems n Compare important aspects quantitatively n Function/feature n Weight n Vendor grade n Example:

Vendor Feature Matrix

Phase II: System Development/ Design/Acquisition Activities n Develop detailed project plan; user groups n Purchase hardware n Develop independent, focused computer applications n Implement independent applications as ready n Modify in-house forms n Modify/customize initial system n Establish procedures and guidelines to support system n Test system and user acceptance n Convert data n Train HRIC staff and/or project team