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Preparing to meet with HR software vendors for the first time will require some effort to get the most out of the meeting. You should have identified your HR software requirements - and preferably documented them. However, if not, then the HR System RFI/RFP Requirements Checklist can help you quickly gather this information. Planning is the key - so below is a list of points to be considered: Choose a date / time when you can focus on the meeting, which doesn’t conflict with work deadlines. Allow half a day for meeting each vendor. Even if it doesn’t take this long, after the meeting you will want to discuss it with colleagues and write up notes, ideas, thoughts. Decide who should attend from your organisation - ideally 2 to 4 key people. Meeting location. If at your offices - use a large enough room with suitable power supplies, flip charts etc and book it for longer than needed. If at software vendor offices - ensure you get there early, as arriving late or rushing will put you at a disadvantage! It is your meeting - so control it. Draw up an agenda of items you wish to cover and let the vendor have a copy in advance. By all means let the vendor give a brief software overview demonstration - but don’t let it take over the meeting, covering flashy features that may or may not be of use. The software demonstrations need to be focused on your specific requirements. Create a professional, welcoming atmosphere. Ensure that you and your colleagues will not be interrupted during the meeting. Your objective is to ascertain how suitable the HR Software is for your organisation (at an outline level), so have a list of key software functionality criteria that you want to check. Use the list of outline software system requirements that you created from the HR System Requirements Checklist. Go through these one by one. Typically, this would include your most important business requirements from:
- core HR functionality
- recruitment
- time and attendance / workforce management
- absence management
- talent management
- training
- health and safety
In addition, you will want to know:
- the likely HR software modules that meet your requirements
- the degree of software customisation - typically and likely for your organisation
- the latest software release details and number of releases per year
- confirmation that the software will run over your hardware, database, network - or if not, what has to be changed
- key problems to overcome
- outline software costs
- purchasing / leasing options
- maintenance and support arrangements and costs
- the number of other organisations using the software and details of reference sites
- user group details
- vendor background such as number of employees, turnover, future software direction / developments
The vendor will be looking for information from you eg:
- what your business is about
- why you are replacing your old system
- your HR requirements, particularly any unusual HR requirements
- the number of users in HR, Payroll, IT support, other departments
- your present hardware, database, network arrangements
- key dates (for the selection process and implementation), critical deadlines, draft project plans
- your budget (even if vague)
- other software vendors you’re considering (even if stating it’s confidential, but there are only 2, 3, X others)
- the next steps / actions after the meeting
Whilst “preparing to meet with HR software vendor” is geared towards HR, the points would be similar for Accounting, CRM and Payroll software - just substitute your specific software. |
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