HRMS Selection and Implementation Checklist


There are numerous options in the market; therefore, choosing the right HRMS software and implementing it efficiently can be challenging. To install on-premise HR software, you must build infrastructure. Incorrect solutions could result in huge losses. Also, it isn’t something you can make changes to every month.


This article offers a step-by-step guideline on choosing and implementing the ideal HRM software solution for your business. This checklist can help to make it easier when choosing the best tool.

Let’s get into it.


What is an HRMS Solution?


It cannot be easy to run a company. The management needs to communicate effectively with its workforce, and the remuneration needs to be timely and paid accurately, as well as the company’s culture to be maintained and much more.


It’s not possible to manage everything with HR on its own. An HRMS can automate and streamline your HR process.


An HRMS software is an array of software that helps automate various HR-related core tasks, such as talent management, recruitment process, recording of employees, payroll management, and more.


HRMS Implementation and Selection Checklist


To make the entire procedure a breeze, here is the concrete five-step procedure to efficiently choose and install an HRMS software solution.


  1. Recognize the Gaps in the Current HRMS


Before you begin searching for the perfect match, determine the requirements you have.

Make clear your requirements and list the features you’re seeking, and then attempt to match them available in an upcoming HRMS solution.


If you’re planning to upgrade your HRMS, look at the current system and determine its advantages and disadvantages. You can determine the weak points in the system you have and work on improvements.


From pre-hire through an exit, create an outline of the HR department’s actions. It would help if you also listed the individuals responsible for each step and the time required to complete each step.

The next step is to figure out the price of each step and the effect on the business if these steps weren’t taken. Quantifying these impact analyses monetarily helps make the process more objective and easier to understand.


  1. Analyse the Requirements


Once you have identified the gaps, it’s time to analyse your requirements.


The modules you will require in the brand new HRM software for your company will maximize the effectiveness of your HR department.


It’s a good idea to organize all the routine HR processes into distinct segments. This will make it easier to determine your needs. Prioritize transactions under critical functions to reduce the time for the HR department.


Based on the parameters mentioned above, analyse your requirements to implement the HRMS of the future and determine the most important ones. You will also have to determine your budget for the new HRMS software along with the system capabilities.



  1. Vendor Evaluation


Once you have purchased the product, your relationship with the vendor will not end. You would need constant assistance with software upgrades and troubleshooting problems.


An official Request for Proposal is the best way to shortlist the most suitable vendors. An RFP is a request for proposals (RFP) that details your requirements in a question-answer format. It will be distributed to the vendors. This will automatically disqualify all the vendors that do not cater to your needs.


The data gathered can be used to create an objective comparison between vendors. While this isn’t mandatory, it will help you avoid having unnecessary conversations with vendors who don’t satisfy your requirements.


Please choose the best HRMS vendors and rank their performance according to your personal preference. Invite them to demo the software. Be sure to give every vendor an equal opportunity and that there aren’t any biases involved in the selection. It is recommended to standardize the selection process you use for each vendor.


Ask all the vendors the same questions to provide them with an objective assessment. Please take note of the responses they give against the predefined guidelines. This will allow you to make an unbiased comparison between every vendor.


  1. ROI Analysis


If you are thinking about purchasing a new system, it is important to perform a cost-benefit analysis. Come up with a quantitative estimate of the savings you will see from the HRMS you are considering in terms of time and resources due to process automation.


Can the HRMS help you function efficiently in a smaller group? Does the time save a result of process automation allow HR employees to concentrate on more strategic work? What kind of impact will it affect your bottom line?


  1. Project Plan Design/Implementation


Once the vendor is chosen, and the budget is approved. Now you will need to devise a strategy for the installation and maintenance of the new HRMS. Set up a team composed of key employees and a vendor’s representative to oversee and implement the process.


Inform the vendor clearly of your needs and be as specific as possible. Explain the consequences and impact of not meeting these requirements.


Set deadlines for each task. It is possible to create a comprehensive list of tasks you have to finish at your level and those that the vendor has to complete on their own. This improves accountability on both sides and provides a roadmap to identify where delays, were if they occurred, and where any delays may have occurred.


HR management software is nothing but an HRMS that handles the daily routine of an HR with automated workflows. In the era of IT and modern technologies, HR management software becomes very essential for business organizations. Ultimate Business System (UBS) offers a top-of-the-line HRMS software that only handles your HR tasks but also ensures overall business growth.


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