SME: 8 criteria for choosing an HRIS solution

Today, Human Resources management is becoming more complex. It is no longer just a matter of personnel files and leave validation. The HR function has acquired an inescapable strategic dimension and must therefore optimize its management of time-consuming administrative tasks in order to free up time and resources to manage talent and meet the strategic challenges of its organization.

HR Strategy

By Karine FRANCIUS

Senior Consultant AMOA HRIS at SQORUS

SME: why equip yourself with an HRIS?

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

So, more than anywhere else, the HRIS (Human Resources Management Information System) are there to help HR save time and be efficient. Indeed, among the advantages of implementing an HRIS, we can mention

Save time by automating heavy and repetitive administrative tasks, and focus 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 need.

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SME: 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 structure has its own needs and it is sometimes complicated to edit and develop HRIS software capable of meeting them.

If you are planning to acquire or replace your HRIS within your institution, but the multitude of offers on the market makes the process more complicated than expected: let us help you!

Here are 8 criteria 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 a quality HRIS software will pay off 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 SME is a scalable HRIS and is more about 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 the evolution 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 reputation of the publisher, its customer references, data recovery, the updating of the tool in accordance with current legislation and HR regulations, the degree of customization, and others are equally 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.