Choosing appropriate HR software
Jan 24, 2010
TECHNOLOGY is the in-thing in today’s digital world. It is everywhere, in offices, on the streets, in schools and shops. The village folks have not been left behind, they are always demand for their rightful share.
By Alice ChekwotiB
TECHNOLOGY is the in-thing in today’s digital world. It is everywhere, in offices, on the streets, in schools and shops. The village folks have not been left behind, they are always demand for their rightful share. It is hardly surprising, therefore, that human resources (HR) departments, which have traditionally been run manually, are now turning to technology to handle their management information systems (MIS).
Using computerised MIS to manage the HR function has a lot of advantages. For instance, it reduces the amount of papers being processed by the HR department that have always been known for paper shuffling. With a computerised system, however, it might be a thing of the past. Although it will we soon reach the level of the ‘paperless’ office, it is good to maintain hard copy files as back ups.
Computerisation eases work, especialy producing reports for management. It is also handy for reference by regulators, auditors and other external parties.
Running a computerised HR department saves time for management and human resources professionals. With the self-service option, staff are able to apply for leave, loans, advances and update their personal records online, hence no paper shuffling.
Having a computerised system has become every firm’s target, however, the biggest challenge is always choosing the most suitable MIS. It is advisable that HR professionals must work hand in hand with the IT department to come up with the best system.
What you need to consider when choosing the best MIS software;
Know your needs and state them clearly. People who design HR systems are software developers and not HR professionals, hence they might not know your exact needs. It is, therefore, crucial to list what you want the MIS to do for you.
Most IT programming companies are now making systems that are based on modules. If you state what you want, you will not be forced to buy everything save for the relevant components to satisfy your specific needs.
For instance, if you want to use it for the payroll only or management of the human capital information, etc, you may not need to buy the whole component.
How much are you willing to spend? It would be unwise to forget about the budgetary aspect. There are all sorts of systems and the costs are as varied as the number of systems available. Your budget will tell you what kind of system you may afford. In case of budget limitations, modular systems are most appropriate as you will only pay for what you really need.
Get as many proposals as possible. It is important ask for proposals from as many vendors as possible. This will help you to view different systems available. Most systems are made for off-the-self-purchase, so you will need to establish to what extent they may need customisation. Avoid systems that will need excessive customisation as this can be time consuming and expensive.
Ask for a test-run. Ask for a demonstration on how the system works in order to establish whether it is presentable and user-friendly.
Compatibility with your other systems. This is often forgotten, but it is one of the most important aspects. Your IT people will be able to ask the relevant questions here. Make them a major part of the project.
The system should cater for growth. There is no point in buying a system that cannot grow with the business or is based on old technology. Your needs will soon outgrow the system and you will be required to purchase another one before getting value-for-money.
Visit other organisations that are using the system. Ask for references and visit organisations that are using the same system to view it in action. Ask the users as many questions as possible.
Ask about the challenges they have faced in implementing the system. You do not want any surprises when you have already bought the system! There is no stupid question, ask until you are satisfied.
Will there be post-project support close by? Purchasing software from other countries with no local support could be a blunder. This is because it would be hard for you to get help when the system needs servicing.
If you have no alternative apart from imported systems, consider how long it takes to get post-implementation support.
The writer is a human resources expert based in Arusha, Tanzania
achekwoti@gmail.com
TECHNOLOGY is the in-thing in today’s digital world. It is everywhere, in offices, on the streets, in schools and shops. The village folks have not been left behind, they are always demand for their rightful share. It is hardly surprising, therefore, that human resources (HR) departments, which have traditionally been run manually, are now turning to technology to handle their management information systems (MIS).
Using computerised MIS to manage the HR function has a lot of advantages. For instance, it reduces the amount of papers being processed by the HR department that have always been known for paper shuffling. With a computerised system, however, it might be a thing of the past. Although it will we soon reach the level of the ‘paperless’ office, it is good to maintain hard copy files as back ups.
Computerisation eases work, especialy producing reports for management. It is also handy for reference by regulators, auditors and other external parties.
Running a computerised HR department saves time for management and human resources professionals. With the self-service option, staff are able to apply for leave, loans, advances and update their personal records online, hence no paper shuffling.
Having a computerised system has become every firm’s target, however, the biggest challenge is always choosing the most suitable MIS. It is advisable that HR professionals must work hand in hand with the IT department to come up with the best system.
What you need to consider when choosing the best MIS software;
Most IT programming companies are now making systems that are based on modules. If you state what you want, you will not be forced to buy everything save for the relevant components to satisfy your specific needs.
For instance, if you want to use it for the payroll only or management of the human capital information, etc, you may not need to buy the whole component.
Ask about the challenges they have faced in implementing the system. You do not want any surprises when you have already bought the system! There is no stupid question, ask until you are satisfied.
If you have no alternative apart from imported systems, consider how long it takes to get post-implementation support.
The writer is a human resources expert based in Arusha, Tanzania
achekwoti@gmail.com