SME: 8 criteria for choosing an HRIS solution

SME: why equip yourself with an HRIS?

In an SME, human resources managers are often multi-tasking in all areas of HR management: personnel administration, recruitment, skills development, workplace safety, CSE relations, training, and so on.

So, more than anywhere else, HRIS(Human Resources Management Information Systems) are there to help HR staff save time and be more efficient. The advantages of implementing an HRIS include the following:

• Save time byautomating cumbersome, repetitive administrativetasks, and concentrate on those with higher added value;
• Efficiency through the implementation of simple tools requiring short training sessions;
• Compliance with the law thanks to a system that is always up to date with the latest legislative developments;
• Quality by centralizing information and data to optimize HR management and anticipate future HR needs.

SMEs: what are the main criteria for choosing your HRIS solution?

According to INSEE, in 2021 SMEs represented 3.8% of companies in France, or approximately 144,400. Each organization has its own specific needs, making it difficult to develop HRIS software to meet them.

If you’re planning to acquire or replace your HRIS system, but the multitude of offerings on the market makes the process more complicated than you might expect: let us help you!

Here are 8 things to consider during your HRIS selection process:

Criterion #1 for choosing an HRIS: the size of your company

It is important to define the features and modules you need to meet your business needs:

• the number of simultaneous users: the HRIS software must be able to manage a certain number of connections without a drop in performance;
• the presence of different sites or subsidiaries: the solution must be adapted to a multi-establishment structure.

Criterion #2 for choosing an HRIS: price and pricing model

Integrating the best HRIS should be an investment, not an additional expense. The cost is therefore an important element to take into account. However, it should not be the only criterion for decision making. Therefore, it is important to have a medium to long term vision including the cost of licenses, maintenance and training.

Investing in quality HRIS software will pay for itself very quickly. On the other hand, a bad choice of software can become very penalizing for a company.

Criterion #3 for choosing an HRIS: the scope of coverage for your HR management

Consider listing your expectations in terms of HR processes and HRIS functionalities. In order not to forget anything, and to audit your needs, it is recommended to review the state of the art of what the HRIS on the market. You will establish both the precise list of your company’s needs and the typical portrait of the human resources software you expect.

Criterion #4 for choosing an HRIS: the scalable and modular nature of the solution

It is important to take into account the scalable and modular nature of an HRIS solution, especially if you are anticipating growth. What will happen, in terms of pricing and implementation, if your company grows and the number of employees increases?

The best HRIS for small and medium-sized businesses is a scalable HRIS, and tends to be SaaS software. The adaptation of the tool to the changes in the company will take place by making updates from time to time. The tool will thus have to follow theevolution of human resources and of the entire company.

Criterion #5 for choosing an HRIS: a report generator integrated into the solution

A HRIS must have a report generator. It facilitates strategic decision-making and, consequently, the improvement of your company’s productivity and efficiency. It must allow the edition of complete and customizable reports (dashboards, KPI…).

Criterion #6 for choosing an HRIS: possible integration with your existing tools

The HRIS must be easily integrated into the architecture of your company’s other software(payroll software, ERP, etc.). Indeed, depending on the evolution of your company, you may have to open new branches or create new subsidiaries.

Criterion #7 for choosing an HRIS: the ergonomics and ease of use of the interface

A HRIS must not only be efficient, it must also be user friendly. Indeed, the time spent on training, whatever the level of use, will be strongly impacted: the less complex the HRIS The less complex the system is to use and learn, the less training time is required.

It is therefore highly recommended to choose a software that offers easy to master functionalities, with an attractive design and an intuitive use, in order to considerably increase its adoption rate.

Criterion #8 for choosing an HRIS: respect the GDPR constraints

Your new tool must absolutely respect the General Data Protection Regulation (GDPR). If it is a SaaS solution, the editor hosting your data must assure you of their reliability.

The solution must therefore have several levels of data encryption to prevent information theft. To verify these points, the editor must be able to communicate the PAS(Security Assurance Plan) which details the information related to data security.

Conclusion for successfully choosing a suitable HRIS solution

There are many other criteria to consider and the selection process is not to be taken lightly. Elements such as the availability of technical support, the publisher’s reputation, its customer references, data recovery, updating of the tool in line with current legislation and HR regulations, the degree of customization, and others are just as fundamental.

Finally, the choice of HRIS software depends on each company, each structure and the needs identified as priorities.

SQORUS is here to help you with this. Do not hesitate to contact us to discuss this with our experts.

See also our feature on "HR strategy management tools".

• What are the key issues facing HR departments today?
• Organization, talent management, recruitment: priority HR projects?
• Human resources management: what HR strategies for the future?
• Best practices to manage your HR strategy in an optimal way
• The different HR management tools to carry out your HR strategy
• HRIS software: the different areas of intervention for the HR function
• How to convince your management to invest in an HRIS tool?
• Is it necessary to be accompanied in the management of an HR strategy?
• What indicators should be defined to measure the performance of an HR strategy?
• HR strategy: how to achieve effective HR reporting?
• Who should drive HR projects in the company?
• Setting up a working group for an HR project: who should be involved?