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HR Software RFI/RFP Template

HR Software Criteria


Below is a list of the top 20 essential criterion for good HR software. If you are about to select new HR software and need to specify a full list of requirements, then visit the HR Software RFI/RFP Template which lists thousands of criteria.


Good HR software should:

1.  Have high functionality

2.  Have the functions included within the software, rather than as add-ons

3.  Perform the HR functions:

  • required by your organisation
  • the vendor claims the HR software performs
  • required by statute / regulatory authorities

4.  Provide the following HR functions (depending upon your requirements)

  • Core HR software functions:
    • flexible system configuration, organisational structure, unlimited number of companies / employees
    • personal employee information records eg name, address, contract, pay and bank details
    • basic employment information
    • public sector posts, grades and reviews
    • position control
    • employee pay and compensation
    • employee benefits and benefits administration
    • job position details and history
    • previous employment history
    • full employee history
    • education and academic qualifications
    • HR professional portal / knowledgebase
    • employee surveys
    • equal opportunities monitoring
    • grievance and discipline
    • organisation charts
    • employee correspondence
    • exit interview
  • Self service:
    • ESS (Employee Self Service)
    • MSS (Manager Self Service)
  • Recruiting:
    • vacancies and requisitions
    • sourcing candidates
    • candidate self service
    • candidate screening
    • applicant tracking
    • managing interviews
    • candidate communications
    • pre-employment screening
    • immigration checks
    • job offer processing
    • on-boarding
  • Time and attendance / workforce management
    • resource (workforce) planning, forecasting, scheduling
    • flexible time sheet design
    • integration with data capture equipment
    • capturing time data
    • configurable data processing rules
    • monitoring and analysis
    • EU working time directive
  • Absence management
    • configurable absence rules, types, categories, details, reasons
    • holiday / leave management and accruals
    • leave requests, authorisation and tracking
    • maternity, adoption and paternity leave and tracking
    • track employee absences and costs
  • Talent management
    • job evaluation, competency and skills management
    • compensation management
    • manpower planning
    • employee development
    • succession planning
    • appraisal
    • goal setting
    • employee performance records / diary
    • continuous peer review
    • pay for performance
  • Training / learning management
    • training needs analysis
    • training administration
    • registration
    • e-learning dashboards
    • training course details / directory
    • training cost management
    • web course content authoring and publishing
    • training event management and delivery
    • manage e-learning, classroom training, virtual classroom, social learning, mobile learning
    • training assessments and evaluations
    • certification, compliance and training record management
    • CPD (continuing professional development) records
  • Health and safety records monitoring
    • incident tracking
    • incident reporting eg to OSHA (USA), or RIDDOR (UK)
    • incident resolution
    • employee rehabilitation and claims
  • Common requirements across all modules:
    • workflow
    • alerts
    • social media
    • employee portal
    • multi company, currency and lingual capability
    • legislative and regulatory compliance
    • enquiry
    • reporting and documentation

5.  Be a fully 'open system'

6.  Be written in a widely used programming language

7.  Be fully web enabled on-premise or cloud based

8.  Be fully integrated with payroll, or easily / seamlessly integrated with other relevant systems (if separate modules)

9.  Provide links to other systems eg desktop software

10. Have the scope to grow with the business

11. Be flexible to accommodate changing user or business requirements

12. Support good HR practice


Good HR software management information includes:

13. Full online enquiry and drill down / around capability

14. Multiple search and select facilities

15. A suite of ready-to-use standard HR software reports / screen enquiries

16. Standard reports that can be tailored to the user requirements, saved and then reused when required

17. Interactive graphics

18. Reporting across modules

19. Easy to use, flexible report writer either from within the HR software or provided by third party software

20. Business intelligence tools eg

  • advanced analytics
  • dashboards
  • balanced scorecards
  • data mining, OLAP, data warehouse


For additional ‘key software criteria’ visit: Software efficiency criteria / Vendor criteria or for the latest HR software trends visit: HR software trends

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