Board of HR and payroll records has grown in concern with the ever changing laws, legal requirements, and the advancement of identity theft with electronic records. My personal information is exceptionally important to me, just as everyone’s information is crucial and private to them. For small company's, we need to be ardent in ensuring our information is private and legally compliant.
There are many ways to regulate employee and payroll information, from a simple spreadsheet to a complex HR information system. Selecting a new system can be astounding and complex in nature. With dozens of options available, what is the right system for your company? Do you need the best on the market or will a basic model meet the needs of your company? Researching, comparing, and asking questions will assist you to make a responsible choice for your company
Below are the 8 aspects of HR and Payroll Management Systems:
What do you need?
Do you need an HR and Payroll Management Systems at all or will a simple spreadsheet or Access database meet the needs of your company? Determine the reason behind the need for a new system. HR and payroll management systems are a great tool and amazing resource for reports and legal compliance. Will you use all the features that you purchase? In my experience, the majority of features go underutilized or not used at all.
Working with a vendor or purchasing off the shelf.
Understand the cost from a vendor and the cost of an off the shelf system. Remember that implementation and forthcoming IT support should also be taken into consideration.
What is your experience with the technology?
Will your employees be utilizing the new system to input time and attendance? Will your administrator use the new technology? How much coaching will be needed while implementing the new system? Are you personally comfortable using the technology? New technology can be astounding for employees. Proactive planning and training will need to be developed before implementation.
IT and finance considerations.
System support can be an added cost, whether you use vendor management or an IT professional in-house. Ask questions upfront to ensure you know the price associated with the new system. Evaluate the price against the budget and make a decision accordingly.
System security.
How secure is the system? Has the company ever been breached with an identity theft issue in the past? There is no guarantee of system security, but proactive safety and security questions should be asked before deciding on a system.
Client references.
If you are working with an HR and payroll system dealer, ask for past references of clients. Get in touch with references and understand their level of satisfaction with the system and support prior, during, and after implementation. If a dealer is not willing to provide this information, it could be a red flag. Concerned about asking for references when they are not provided? Consider this: what is the worst they can do when you ask?
Warranty, additional features, and future support.
Understand in detail the system warranty, additional features, and future support available to your organization should you need it. Many times a dealer will sell you a basic system. Upon implementation, you realize that you need an attendance tracker or report. Requesting the new feature and report could price you additional money, in the way of a change order. Ask doubts regarding IT and system support up front. What about updates to the system? Will the organization manage legal compliance issues? Generating a list of doubts before meeting with a dealer will be an astounding benefit to you and decision-making process.
Negotiate before agreeing.
The worst they can do is tell you something is non-negotiable. The more analysis you do and doubts you ask, the more bargaining chip you can potentially have. If you have offers from multiple dealers, negotiate with each dealer before making a decision. The offers will most likely be similar, but you might be able to negotiate an extended warranty, additional tech support, legal compliance, or implementation coaching. If you do not ask, you will not know.
HR and payroll management systems are tremendous resources for organizations small and large. Before making a decision, understand the needs of your organization. If a basic off the shelf system works: get it. If you need a system with more tools and features: get it. Know what you need before you make your decision. If you are not sure, generate a list of questions to ask or ask for assistance from them. Many small businesses have implemented HR and payroll management systems. These companies are one of your best resources before making a decision.
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