How do you choose a secure and reliable HRIS vendor or service provider?

Identificar los requerimientos funcionales y técnicos que necesitará la compa?ía tanto a medio como a largo plazo es aspecto clave a tener en cuenta antes de seleccionar un HRIS, para lo que se necesita conocer el alcance de las funcionalidades de los distintos HRIS para posteriormente hacer un match. Identificar las características que serán un MUST en el proyecto y diferenciarlas de las "nice to have" ayudará a crear una matriz de priorización que servirá de guía durante el proceso de selección. Una vez que se define este escenario es momento de ponderar todos los factores (inversión económica, escalabilidad, seguridad de la herramienta y SLA, etc). Y tras la adquisición de licencias comenzarán nuevos retos, como la gestión del cambio.

Clearly define your organization's goals, objectives, and specific requirements for an HRIS. Identify key features, scalability needs, and any industry-specific compliance requirements to guide the selection process.!!!

Before evaluating HRIS solutions, it’s crucial to consider the following: - Organizational Maturity: Decide whether to prioritize payroll, basic modules, strategic modules, or a full end-to-end solution. - Budget: Determine available funds for both recurring and one-time fees. - Internal Capabilities: Identify key stakeholders to engage during the evaluation process. - Build vs. Buy: Assess whether to develop a custom solution or purchase an existing one. - On-Premise vs. Cloud: Choose between cloud or on-premise solutions based on organizational needs. - IT HR Landscape: Define your current and future HR tech ecosystem. These steps provide a solid foundation before exploring external options.

Can time clock/scheduling, PTO, and reports all be integrated into payroll? Can all the tax admin of w2’s, 941’s, etc be facilitated by your provider saving you tons of time and energy? It better! That’s why companies with over 100 employees prefer UZIO as their trusted long term partner

Algo que acho útil é as empresas comprienderem que em um mercado corporativo dinamico e competitivo, a gest?o eficiente do capital humano é a espinha dorsal de qualquer organiza??o que busca crescimento sustentável. Por isso, escolher o melhor fornecedor de RH é uma decis?o estratégica que impacta diretamente no desempenho da equipe e no alcance dos objetivos empresariais. Por isso sou de opini?o que para fazerem uma boa contrata??o de formadores de servi?os de RH as empresas precisam considerar os seguintes factores: Buscar referências,verificar o histórico e os cases de sucesso da consultoria em RH, definir quais s?o os objectivos e necessidades da empresa,escolher uma consultoria com solidez e boa reputa??o no mercado.

Research the vendor's or service provider's reputation in the HRIS market. Look for client testimonials, case studies, and reviews. Consider the vendor's experience in serving organizations similar to yours in size and industry.!!!

After establishing the foundational steps, the next phase is identifying potential vendors: - High-Maturity Organizations: With sufficient budgets, start by evaluating vendors listed in the Gartner Magic Quadrant. - Growing Organizations: For those focused on payroll and basic features, consider local players offering cost-effective solutions. To assess vendor capabilities, conduct reference checks with at least two ongoing implementations and two long-term customers (1–2 years). This approach provides valuable insights into lessons learned during both the implementation and support phases, ensuring a well-informed decision.

Actualmente existen varios proveedores HRIS con un posicionamiento sólido en el mercado espa?ol. Conocer las experiencias de clientes (con el producto, con el account manager asignado, con la gestión y resolución de incidencias, etc) es información muy valiosa. Otro aspecto que considero clave es atender al histórico de publicación de producto: Mientras que hay HRIS cuyas funcionalidades no han variado a lo largo de los a?os (y es cuando reducen cuota de mercado cuando vuelven a desarrollar novedades) hay otros proveedores cuyo producto está en continuo cambio: Mejoras en las funcionalidades, nuevas integraciones, actualización del look&feel y/o de los planes/precios... Es con este segundo grupo de HRIS con los que recomiendo contar.

You can start with identifying potential HRIS vendors, next up is juxtaposition of services that they offer, along with clients they are catering to. A bit of research into their reputation in market and feedback from user organizations would be an added advantage that could help in making the right choice.

Evaluating a vendor’s reputation and experience is crucial in selecting a reliable HRIS provider. Start by researching their market presence and years of operation. Look for any industry awards or recognitions they’ve received. Review testimonials and case studies from their existing clients. Check for any legal issues or controversies they’ve been involved in. Lastly, consider their experience in serving organizations similar to yours in size or industry.

Security Measures: Inquire about the security measures in place, including data encryption, access controls, and compliance with data protection regulations. Data Center Security: Assess the security of the vendor's data centers. Ensure they follow industry best practices for physical and environmental security. Reliability and Uptime: Inquire about the vendor's historical uptime performance and measures in place to ensure reliable service!!!

Entre los requerimientos técnicos / de seguridad del HRIS recomiendo valorar: 1. Autenticación de inicio de sesión único (SSO), 2FA. 2. Posibilidad de integración con SaaS de control de accesos (Microsoft Azure AD o Okta, etc). 3. Nivel de servicio acordado (SLA) superior al 99%. 4. Certificaciones (ISO/IEC 27001, otras adicionales) y cumplimiento de la normativa RGPD.

There are few things you can do to minimize the risks associated to your HRIS data safety : - Require your employees to use a strong and unique password ; - Make sure the HRIS user privileges granularity is strong enough to prevent employees from performing actions that they shouldn't be allowed to do ; - Check the data backup location and frequency ; - Verify that the system is robust enough to prevent XSS cross site scripting and CSRF attacks ; - Disable the employee account once it has left the company.

Assessing a vendor’s security and reliability is paramount in choosing an HRIS provider. Investigate their data protection measures, including encryption standards and compliance with relevant regulations. Examine their uptime statistics and disaster recovery plans to gauge reliability. Look into their update and maintenance practices. Lastly, consider their response to any past security breaches or system failures, as this can indicate their preparedness for future incidents.

And control during self-inspections that people working on the line are connected with their own connecting details. Can lead to good practices reminders. So do sometimes auditors and inspectors.

SLA Terms: Scrutinize the Service Level Agreement (SLA) for terms related to performance, uptime guarantees, and support response times. Data Ownership and Migration: Clarify terms related to data ownership, data migration, and the process for retrieving data in case of contract termination!!

Recomiendo revisar siempre la documentación asociada a los términos de servicio y condiciones del contrato del HRIS con el equipo/expertos de legal. Es normal que no se tengan estos conocimientos en el equipo de People/HR y no tenerlo en cuenta antes de seleccionar y contratar el HRIS sería un error. Por ejemplo el SLA, que indica el tiempo medio de disponibilidad del HRIS (salvo excepciones de causa mayor y mantenimientos planificados), es positivo que sea del 99% o superior. Y es importante revisar las claúsulas relacionadas con el no cumplimiento del tiempo de disponibilidad/ recuperación para conocer los procesos de gestión (comunicación incidencias, posibles compensaciones económicas, etc).

Reviewing contracts can be meticulous, but it’s essential to ensure key elements are included: - Commercial Details: Clearly outline payment terms and conditions. - Scope: Define the scope of the product and the work to be delivered. - Confidentiality: Include clauses to protect sensitive information. - Term and Termination: Specify the contract duration and conditions for termination. - Service Level Agreement (SLA): Set performance standards and expectations. Covering these high-level points ensures clarity, alignment, and protection for all parties involved.

Trial Period: If possible, request a trial period to test the HRIS functionality in a real-world scenario. User Feedback: Seek feedback from potential users within your organization who can provide insights into the user-friendliness and effectiveness of the system. !!!!

This is the most difficult to get the HRIS program provider to allow or do. However, I would pressure your choices to provide some sort of a testing piece so you know if it will work for your organization. Also, if they can show you more in depth of how the program is built, how the outcomes are powered, and what all needs to be in the program to make all the pieces work correctly.

Muchos HRIS disponen de un periodo de prueba de 14 días, una oportunidad más para conocer el producto, más allá de una demo estándar. Eso sí, el tiempo invertido a "trastear" con un HRIS por primera vez es un aspecto que hay que tener en cuenta, y más si la persona de HR quiere probar distintas alternativas de HRIS. Como consejo, antes de probar el producto es crucial haber definido previamente los requerimientos técnicos y funcionales tanto de funcionalidades como de integraciones (es decir, qué características ha de poseer el HRIS para ser el adecuado) porque sino probar el producto puede convertirse en un dolor de cabeza ni no se tiene claro lo que se quiere buscar/encontrar.

It is essential for any organization to ensure adequate due diligence with HRIS systems. Hence, would recommend to perform multiple User Application Testings (UATs) under different scenarios to access the potential of HRIS system.

Conducting a Proof of Concept (POC) with access to a POC instance across multiple personas is essential: - Employee Persona: Evaluate user-friendliness and mobile functionality. - Manager Persona: Ensure workflows and approval reminders are efficient and effective. - Head of Function (HOF) Persona: Verify dashboards meet management standards for insights and reporting. - Admin Persona: Test configurability and flexibility in system settings. This comprehensive approach ensures the solution addresses the needs of all key stakeholders and supports seamless adoption.

Vendor's Roadmap: Inquire about the vendor's product roadmap and plans for future updates. Ensure that the vendor is committed to ongoing product development and improvement. Scalability: Evaluate the scalability of the HRIS to accommodate your organization's growth over time. Integration Capabilities: Assess the HRIS's compatibility and integration capabilities with other systems and tools your organization uses. !!

It is recommended investing time early in your project to pick the right vendor for now and for the future, as this could be a long and at times testing relationship. A credible third party can provide expertise and objectivity to help you make an informed choice.

When assessing key features for an HRIS, consider the following: - Mobile Accessibility: Prioritize smooth performance and usability on mobile devices. - Feature Enhancements: Opt for a system that supports regular updates and adapts to evolving requirements. - Reliability: Ensure consistent system performance with minimal errors for uninterrupted operations. - System Integration: Choose a platform that integrates seamlessly with other tools to improve overall efficiency. These capabilities are critical for delivering a reliable, user-friendly, and adaptable HRIS solution.