HR Information Systems Buyer's Guide

How to run your evaluation

Once you understand what type of software you need, it's time to start comparing different packages. Submit a BuyerZone request for HRIS software quotes and you'll be matched with several qualified providers based on your requirements.

Start by visiting vendors' web sites calling vendors to get a general idea of what each company has to offer. Prepare a standard list of questions so you can gauge the general fit of each company to your needs.

Many companies use a formal request for proposal (RFP) process when shopping for HRIS software. A good RFP provides enough detail that vendors can craft replies with more substance than their basic marketing material, without getting so granular that responding is a burden. Try to send RFPs to at least three but no more than ten vendors, then pick a few from that set to investigate further.

A guided demonstration by the vendor is the next step. Most often, the vendor will connect you to some sort of trial account and use web conferencing to walk you through the ins and outs of the software. Make sure you involve representatives from different areas in your company that will be impacted by it, like HR, accounting, and IT.

Avoid "canned" demos if you can — pre-recorded videos of the software in action provide little value. The real benefit of a live demo is having the vendor demonstrate the features you want to see. Be prepared with questions about specific scenarios or processes that are important to you, especially those that are unique to your business or industry.

Some vendors will provide a limited version of the software you can try for yourself, while some ASPs will even let you access the full application. Investigating the capabilities on your own is useful, but because these systems cover such a huge range of functionality, a vendor-led tour is the best way to get a strong understanding of the software as a whole.

Avoid drawn-out decision making
Due to the number of departments impacted and the scope of the decision, HRIS evaluations can drag on for months or even years. With several people spending a few hours a week on demos and evaluations, that can quickly add up to hundreds of hours of lost time.

Do your best to keep the process moving. Having a project leader who is both skilled at compromise and empowered to make final decisions is one key way to avoid getting bogged down in an endless decision-making cycle.

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