HRIS software is the HR department’s best asset for facilitating and improving HR department performance.
A good HRIS enables the HR function to improve talent management, and reduce time-consuming personnel administration tasks that add no value to the business.
You’ll quickly see a return on your investment.
According to a Markess study, for 60% of small and medium-sized businesses and mid-sized companies, the digitization of HR processes was not a priority before the health crisis. For large companies, that figure drops to 6%. 
The social context surrounding COVID-19 has prompted companies to adopt remote work. This new way of working has accelerated the need for certain organizations—which had not yet taken the plunge—to equip their business units with new technologies, particularly SaaS.
Moreover, during this period, companies faced several difficulties:
- Adapting remote exchange tools.
- Lack of equipment/inappropriate equipment.
- Developing skills in remote management.
It is against this backdrop of social and societal change that HR software can simplify the work of the HR director and the HR department and save time on administrative tasks.
The HRIS solution saves time, improves HR productivity through automation, centralizes HR data, and enables HR monitoring and analysis.
But what criteria should you take into account when choosing the right HRIS? Here are 9 criteria to help you choose the right HR tool.
9 criteria for choosing your HRIS software
What needs should the HRIS solution address?
To begin, you should conduct an internal audit to assess the current state of your company. This will help you identify the issues that the HR software will need to address.
At the end of the audit, you should be able to answer the following questions:
- Who is involved in the project?
- What HR processes need to be improved?
- What are your functional requirements?
- What tools does your company already have?
- What’s your budget?
These questions will enable you to identify several HRIS solutions that meet your criteria.
For example, the VSExperience HRIS can be customized and offers several modules to help you manage your company’s men and women.
- Personnel management.
- Expense claim management.
- Time management.
- Planning.
- Etc.
1. Is the data in your HRIS secure?
The Human Resources department is required to process highly sensitive HR data using the HRIS management solution.
You must therefore ensure that the human resources information system is secure and thus know:
- Where will your HR data be stored? Find out where the servers are located (on-premises or in the cloud) and whether you can retrieve your data if you switch providers.
- Is HR data in transit encrypted?
- HR software publisher certifications (ISO 27001, etc.)
- How are employees supposed to log in to the HRIS? Check the security protocols that are in place (encryption, multi-factor authentication, etc.).
For example, VSExperience is an HRIS software solution that is 100% hosted in France. The connection between users and the application is secure (256-bit TLS). The HRIS solution offers several ways to authenticate (SSO, two-factor authentication, etc.).
2. Is the HRIS solution easy to implement?
For more effective HR management, you need to be able to access your company’s data anytime, anywhere. An SaaS-based HR solution allows you to log in to the platform and access data even when you’re away from the office. All you need is an internet connection.
3. Is the HRIS management tool interoperable?
It’s important that your HRIS can interface with other software (payroll, accounting, etc.) or services (URSSAF, etc.).
Make sure it facilitates data synchronization between different systems to avoid duplicate entries and improve productivity.
The VSE HRIS interfaces with other applications to manage your accounting, payroll, exports, pre-hire declaration reports, and more.
4. Is the HRIS solution easy to use?
The easier the HR software is to learn, the quicker everyone will be able to use the HRIS.
An intuitive interface is crucial for ensuring user adoption and minimizing the need for training.
Check to see if the HRIS offers a mobile app or a responsive version so that employees can access it while on the go.
To check how easy it is to use the HRM solution, you can request a demonstration or carry out a trial run.
5. Is the HRIS solution scalable?
It’s no secret that the HR environment is constantly evolving, so it’s important that your HR management solution is able to keep pace.
You must verify that the vendor of your HRIS software:
- Complies with regulatory changes related to HR;
- Introduces new features over time;
- Is attentive to users’ needs.
Taking the VSExperience app as an example, the teams release several updates throughout the year to introduce new features, implement improvements requested by users, and adapt to regulatory changes. Veryswing even has a User Club that brings the user community together to discuss best practices, feature requests, and beta testing phases. Veryswing has implemented Fit Your Needs, a tool that allows customers to submit feature requests, which are then put to a vote by other users.
6. Does the HRIS solution fit within your budget?
Finding HR software that meets all your needs is one thing. But it also has to be affordable.
Some HRIS systems are offered on asubscription basis (SaaS), while others require the purchase of a license.
You also need to consider the price and additional costs if you require specific developments.
Make sure your HRIS solution offers the broadest possible range of features to avoid unpleasant surprises. Also check how the cost changes based on the number of users. Some software vendors use a tiered pricing structure that can quickly work against you.
Analyze potential savings and productivity gains to assess the return on investment.
7. Does the HRIS solution provider offer technical or customer support?
Implementing a new HR management solution within your company is no small matter. That’s why having the right support is crucial for a successful launch and beyond. Check with your vendor to find out what support is available during the implementation of your HRIS. Don’t underestimate your support needs after implementation. Make sure your provider offers technical support and customer service that’s accessible and responsive! Feel free to reach out to other users of the software beforehand to get their feedback before you get started.
8. Can the HRIS solution be configured for use outside the country?
If your company operates in multiple countries, the HR system must be able to adapt to the regulations in effect in each country (paid time off, holidays, legal requirements, etc.). Also make sure the interface is available in other languages—at a minimum, English—for your overseas subsidiaries.
9. Can the HRIS manage multiple entities?
If your company is a group consisting of several subsidiaries, you may need to manage human resources separately for each entity. Not all HRIS systems offer this capability. Be sure to clearly specify this requirement in your request for proposal and ask vendors to demonstrate their capabilities.
Try the VSExperience HRIS before you get started
Are you having trouble deciding which HRIS to choose?
You can try vse (VSExperience)—the HRIS developed by Veryswing for human resources departments— for free and with no obligation.
