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Screening and Selecting Software

Screening and Selecting Software. HRIS Project Phases. Needs Analysis. Design & Development. Implementation & Maintenance. Key Decisions. New system or update? Make or buy? Evaluate the product Evaluate the vendor. Vendor Evaluation Process.

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Screening and Selecting Software

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  1. Screening and Selecting Software

  2. HRIS Project Phases Needs Analysis Design & Development Implementation & Maintenance

  3. Key Decisions • New system or update? • Make or buy? • Evaluate the product • Evaluate the vendor

  4. Vendor Evaluation Process Match between software and user needs. Goal is to meet most important needs with minimum customization. • Define requirements: functional, system ops, technical • Develop evaluation criteria • Request for proposal (RFP) or RFI to vendors • Screen out vendors that do not match criteria • Vendor presentations and evaluations • Look and feel, confirm capabilities, vendor reliability • Detail evaluation of finalists • Selection and contract

  5. Functional: What It Can Do? • Employee profile • History • Performance management • Others as needed • Applicant tracking • Attendance tracking • Benefits • Career Development • Compensation • EEO/AAP

  6. Systems Operations: How Does It Operate? • How user-friendly is it? Screen design? • What are its reporting capabilities? • How flexible is it? • What about security and file management? • How does it deal with data in other formats (import and export)? • How is it updated? How often?

  7. Attributes of User-Friendly Systems • Easy sign-on process; security • Icons, menus, or both to guide user • Easy to learn and use • Guided through processes; easy to correct mistakes • Error messages are clear • Data dictionary available on‑line • Edit checks to verify syntax, semantics and overall • Down loads/uploads to/from PC products: word processors, spreadsheets • Effective use of graphics

  8. Vendor Evaluation • What are the vendors’ credentials? • How they will help you get started? (Installation, implementation, training)? • What about support after the system is working? • What reference materials are supplied (documentation)? • Cost of initial software? Cost of updates? • How much of a warranty is provided?

  9. Vendor Matrix • Sophisticated approach to comparing vendors and systems • Compare important aspects quantitatively • Function/feature • Weight • Vendor grade • Example:

  10. Vendor Feature Matrix

  11. Phase II: System Development/ Design/Acquisition Activities • Develop detailed project plan; user groups • Purchase hardware • Develop independent, focused computer applications • Implement independent applications as ready • Modify in-house forms • Modify/customize initial system • Establish procedures and guidelines to support system • Test system and user acceptance • Convert data • Train HRIC staff and/or project team

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