These days, a lot of companies have been using a full-suite resources information system (HRIS) and payroll software to streamline their operations. An HRIS software has become crucial as more companies are transitioning to the hybrid work setup. With the variety of software available, it is up to the companies to choose which software fits their needs.
The developments an HRIS software provides take months before the organizations begin to see the improvements to their process. Not only that, transitioning to a full-suite HRIS and payroll software also involves financial resources, manpower, and time – finite resources that affect the whole company if utilized incorrectly. That is why it is best to review the company’s goals and objectives and how an HRIS can optimize the whole organization.
Here are a few things to remember when choosing the right payroll software for your company.
Identify the Company Requirements
Each payroll software has different features and functionalities. The best way for any company to choose the best one that fits their requirements is to review their current HR practices. The best software for a company is one that complements, or optimizes, their workflow and is future-proof for any changes to the company’s processes. Remember that this is an investment, and it should work and adapt for the company now and in the future.
Once reviewed, a checklist of their required features will also make it easier to narrow down the choices they’re considering. It also helps avoid getting software that goes beyond or does little for the organization’s needs.
Review the HRIS Software’s Features
There is various HRIS and payroll software – from top-of-the-line to cost-effective software. What makes them different from each other are the number of features available for the HRIS software the organization is considering. Typically, an HRIS software’s features can be categorized under the following:
HR features
Payroll Management and Processing
Recruitment and Employee Lifecycle,
Workforce Management,
Compensation Administration,
Tax Services,
Reporting, and
Compliance Management
Under each category are various features that are fully available in a full-suite HRIS and payroll software and limited in basic HRIS. To review the best software for the company, their HR department must obtain the management’s and employee’s consensus on the features that can best optimize the organization’s overall performance across all departments. To review the software that they choose, companies must ask themselves if they need that feature, if it is within the company budget, and if it can better foster employee engagement and accountability.
Determine the Investment Cost
An HRIS and payroll software is an investment. It is good to see whether the software works for the company’s needs or not. Calculating the investment cost and the return on investment is essential. It is good to see the costs that went into getting and running an HRIS and payroll software. There are qualitative and quantitative measures for calculating the ROI.
One is by conducting interviews, surveys, and questionnaires across the organization. This enables the HR department to get the workforce’s review on the HRIS from transitioning to its long-term implementation. These interviews can be conducted in timed intervals to better understand the employee’s sentiments on the HRIS before and during its transition and operation.
Monitoring the team performance also allows the HR department to see whether the HRIS and payroll software made a difference to employee productivity. The HR department’s performance in particular is the one monitored in this regard. The result of the department’s productivity KPIs and the impact of time saved for the whole organization are some of the factors monitored to see if the software had any impact on team performance and productivity.
Another are the statistical reports and analytics produced by the system itself. Businesses invest in an HRIS and payroll software in the first place to have faster data gathering and processing across the organization. These reports can be used to compare previous and current data gathered from the efforts mentioned before.
Go In-Depth by Talking to Vendors and Accepting Demo Offers
Simply knowing the specifications required by the organization is not enough – it is best to test this in real-time. That is why several HRIS software companies like SunFish DataOn provide demos to help organizations decide on the software and features that will work best for the organization. To add, a demo is usually free for a limited time. This enables the organization to test out the provider of their choice and if it meets their needs without spending anything first. This saves the company time and financial resources.
Software Implementation
Digitizing HR processes does not take a single day. There are steps involved that take days or weeks before the software is cascaded from the HR department to management and then employees.
First upon installation is digitizing employee data. Businesses, particularly MSMEs, still use manual encoding for employee data and filing. Building the company’s digital database on the HRIS software can involve a few days depending on the size of the company.
Once the initial migration is done, the next step is for the HR department to test out the software’s various features. This enables the department to initially review the software’s features and if it is in line with their set goals and objectives for availing an HRIS software.
When the HR department is satisfied, the HRIS software is then rolled out to the whole organization. This step takes days or even weeks for employees to feel comfortable with the system.
Once everyone has adjusted, conducting regular troubleshooting enables the department to contact the HRIS software provider for solutions to find bugs or errors. Constant communication and support from the provider also enable the company to continue customizing the software according to business needs.
Data Security
Company data, employee data, and government compliance data – this information are highly confidential and need utmost security. With the digitization and adoption of technology, data security is a primary concern that should be prioritized. Prior to implementing the organization’s software of choice, data security should be part of the checklist when choosing your company’s HRIS and payroll software. Data security ensures the company’s data integrity, as well as further establishing the team’s trust in the company and in keeping their personal information safe.
An HRIS and payroll software is an investment that should be reviewed well before acquisition. It takes time and resources to fully implement one and to continue upgrading it based on the company’s needs. Hence, it is best to consider an HRIS and payroll software that is already custom-fit to the local market like SunFish DataOn’s local counterpart, GreatDay HR. GreatDay HR considers the Philippine market in mind, making transition and support accessible for local conglomerates and MSMEs.
GreatDay HR is one of the platforms offered by SunFish DataOn Philippines Inc. (SDP), the leading provider of cutting-edge Human Resources technology solutions used by thousands of companies in the Asia Pacific region, including the Philippines. Together, with its sister companies, Humanica Thailand and DataOn Indonesia, SDP creates HRIS and Payroll Solutions for employee empowerment across the board. With its 80+ staff and growing in the Philippines, SDP offers a comprehensive and smooth support service to all its valued clients.
