Important Questions People Should Ask When Using HR Systems

Condotel Education

HR system

It can be a daunting task deciding which HR systems to choose for your organization. You may also be puzzled by the choice in the market, as the stakes and budgets can be high.

When upgrading your existing system to one that is a bit more sophisticated or choosing your first HRM systems, here are the essential points to consider:

1. What is the maturity level of my systems?

Of course, you’ll want to opt for an HR system that’s in tandem with your current role, or the role you’re seeking, ranging from ‘For HR eyes only.’ to ‘complete people management tool’.

You will find that it will not meet your needs and cause frustration if you choose a system that is too basic. On the other hand, if you go with a system that’s too sophisticated, you’ll have wasted money on functionality you don’t need or can’t use. Understand that you only want to find the best human resource management system that suits the needs and requirements of your organization.

2. Is there any way that this system can provide the right solution for my needs?

More often than not, what we know of as an HR systems selection task turns into a broader review of business systems that includes IT, payroll, finance, and more. You need to determine where compromises will be tolerated and what business needs are driving the project.

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You have the opportunity to find the right niche solution for every business need when you opt for a best-in-class approach to embedded systems. On the other hand, functionality in some areas may not be where you want it to be when you opt for an HCM suite. Take a close look at each proposal and assess what impact it will have on your organization overall, not just for HR functions.

3. Do I know what the reporting capabilities of the system look like?

It might not be surprising to realize that a big reason you’re considering HR software is to get better insight into your people data. When you have all your data in one place, you can do it. So it’s better for you when you integrate more systems and data sources with your core people management system. You’ll have better things to do with your time than spending hours on a spreadsheet producing a management report. Instead, find an HRM system that strives to present your data in an understandable way.

4. Will my data be protected by this human resources system?

Will your data be safe, if you choose this provider and their software, looking at it from a security perspective and a GDPR perspective? Will you be able to set user access levels without help? Request proof of GDPR compliance and get accredited providers for the ISO27001 information security standard.

Software such as L&D, payroll or talent management can be integrated in addition to the core HR system to further reduce the risk of data breaches. You might consider enabling single sign-on (SSO) for your employees’ password and network username to grant them access to the HR system. Don’t be afraid to ask your IT team for their advice and expertise if you have concerns about system security.

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5. Is it flexible to use the software on a tablet or mobile?

The truth is that a good number of people do not use their desktop or laptop for work related applications, but mainly use their tablets or mobile devices. A red flag is when the HR system you are considering buying is not optimized for use on mobile devices. What aspects are available on these devices, if the software works on mobile devices.

Often the app version can only be used to view basic personal information or to book a vacation. Software application also optimized for mobile devices. If a large segment of your workforce doesn’t work in offices or desks, this is particularly important.

6. How does the user experience feel?

Not just for HR staff, how does the experience of using the software feel like for the manager or the employee? Your people won’t use it if they don’t enjoy using the system, which means all your money and investment is wasted.

Does your HR system feel right for your organization? Is it easy to use? People don’t need to be guided to use Spotify or Facebook. Your HR management systems should be the same.

7. Will the workflows be automated?

Sometimes an organization can invest in an HR system and still have to struggle with different processes like setting up reminders, reporting, and onboarding manually. You should be able to make the system work and automate many of your processes in the right way for your HR team and your organization, with the right (and correctly configured) software.

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