Step 1 Team up
If you are given responsibility, choose a new software system for your human resources department. Where to start, most companies will set up a team to be responsible for the selection of software systems. People think it is a good choice to form a group of 3 to 7 people to finish this task together. Generally speaking, if several people can participate in the selection process of software system, the quality of the project will definitely be improved or better guaranteed. But who should be included in this group can actually be determined by looking at who is the main user.
In addition, there must be a team member with rich IT technical knowledge at the beginning to manage scientifically and prevent the project from failing because of out-of-control costs. Some large companies may have a "system promotion Committee" independent of the project team. The promotion committee is generally composed of some decision makers of the company, and is responsible for reviewing the cost or expense, participating in the contract negotiation and giving support to the senior management of the project team.
target setting
The group meeting should first determine and formulate the objectives of the human resource management system project. If you don't set a set of project goals at the beginning, you will waste important time evaluating the wrong product, or even worse, and finally choose the wrong software system. These objectives are:
1. What is the IT technology strategy of the human resource management system?
2. What do you need and why? What functions do you need the system to have?
3. What kind of results do you hope to achieve through your efforts?
4. What business process do you want to change through this system? What should the new business process look like?
5. What are the requirements of the business process for the system? How does the new system support the whole business process?
In order to determine these goals, it may be necessary to interview senior managers, other personnel in the human resources department and various users who may use the system to determine the real needs of the company for the human resources management system.
whole scene
People have a panoramic view of the system they want after determining their own goals. If you are looking for separate solutions to human resources functions, such as job seeker management or COBRA management, you must ensure that they can be integrated with the company's human resources management information system. When other systems need to be considered, is it just an isolated problem? If you choose the new HRIS integrated solution, can it meet all professional needs, such as training record management and performance management? When considering a separate solution, we should consider whether IT conforms to the IT technology strategy of the company's HR.
Future demand
In order to ensure the development of the system, people must also consider what kind of information system people need in a few years. In addition, we should also consider what special needs there may be in a few years and when this may happen. Do you need these materials in the future? Such as employee's identity certificate, date of birth, social security number, name, address and so on. If so, consider how to avoid entering application information repeatedly. We are going to start the networking of human resources information system. What major business processes have changed or will change due to the implementation of the system? Have employee self-service system and manager self-service system been considered?
Technology environment
Before selecting any system, the technical environment of the new system must be identified and determined. This work will be taken care of by your IT experts. Generally speaking, the questions to be answered are: Is the system you are looking for a stand-alone computer, a local area network or the Internet? ? What kind of operating system does this system need to run on, Windows2003 or Linux, etc. If it is a database application system, is the database system SQL, Oracle or DB2? How to solve the problem of long-distance data entry and transmission; Do you need network support? If the system programming language tools are different, such as C# or Delphi, will it make a difference? Does the IT department plan to implement major changes to the technology platform in the next few years?
budget
Although it is difficult to make a budget before formal negotiations with suppliers, we should estimate the price our company is willing to pay before contacting suppliers. When budgeting, it is very important to divide these costs into three parts: software, (computer) hardware and implementation. Software cost mainly includes system software use right, database use right, software upgrade and maintenance, etc. Hardware costs mainly include server costs, computer equipment and network equipment costs. Implementation costs include software installation and debugging costs, education and training costs, data conversion costs, and consulting costs provided by suppliers or third parties.
Step 7: Prepare instructions.
After completing the previous six steps, you should write a specification for this new software system. This document should start with the overall IT technology strategy of human resources, list the objectives of project implementation, clarify the functions of the basic system people need, explain how this system integrates and interfaces with other systems, and list the technical problems raised in the fifth step. This step is the key link in the whole selection process. If your instructions are very clear, accurate and definite, then your selection process will be very smooth, otherwise, don't start the seventh step and start all over again.
Develop or buy
In this process, many companies have to consider whether to organize themselves to develop a system or buy a mature system in the market. This kind of consideration may be considered early in the second or third step, or it may not be considered until the fifteenth or sixteenth step. People think that this step should not be later than the eighth step at the latest, because this is a typical emotional problem, which may make you entangle too much energy and even make the process fail. Some companies have developed their own human resource management systems successfully, but more companies have failed in their efforts. Finally, if your IT department puts forward a project plan to develop its own system, including timetable and budget, then you must double their plan before you can compare it with the products on the market.
Release demand information
Now that we are ready to identify and choose which supplier or their products can meet the demand, how can we pass this information to the suppliers? It is simpler than asking colleagues in other companies to see if they can recommend some suppliers that can meet the general functional requirements. Another way is to publish demand information through the Internet.
Step 10 data preliminary review
In general, the list of candidate suppliers will be obtained by publishing demand information. Next, contact them and study the company and product introduction they provide you. Generally speaking, the depth of product manuals provided by suppliers is different. Some manuals only describe their products conceptually and conceptually, while others are very detailed and contain a lot of information. Therefore, it is necessary to ensure that sufficient supplier and product information is obtained to ensure the need of selecting and selecting systems. This is also a very important step, which should not be ignored or ignored, because narrowing the range of choices and getting close to the goal is an important job for you.
Some suppliers are likely to be deleted when you call, because their products can't run on the company's system platform, or because their functions can't meet your needs. After careful discussion and research on the product information provided by suppliers, we can also delete some suppliers according to the technical standards of suppliers and other issues. Here is a suggestion. When contacting them, many suppliers make an appointment for an interview. Don't promise them, because you are not ready to meet them at this step. They should be allowed to provide as much information as possible. Let them know that if you are interested in them, contact them further.
Step 1 1 Publish the project bidding documents.
You can start preparing the project tender and send it to all the survivors in the current narrowed supplier list. The project tender may be only one page or ten pages long. It depends on how much details suppliers are expected to provide about their products. Some small companies will publish some simple one-page or two-page requirements specifications. The requirement statement contains less information, but it is more flexible and can be adjusted according to the guidelines to speed up this stage. Larger companies or public departments usually use formal project bidding documents. In the demand of a human resource information system, the general elements include the following aspects: company profile; Introduce the hardware configuration of the software and the total number of employees that can be supported; Introduction of system functions; The required software environment and specifications; Quotation (use right fee, training fee and implementation fee, as well as future annual maintenance fee and hotline support fee); Implementation case; Catalogue of products, services and support provided by suppliers; Sample contract.
After the project bidding is completed, send the tender to the candidate suppliers and give them a reasonable preparation period, such as three to six weeks to prepare for bidding. Some suppliers may provide bid samples to determine the required system characteristics. The tender should include a tender guide, specifically pointing out some issues that suppliers must explain, such as: Can their systems meet every requirement in the tender? Will these features be included in the upgraded version of the system? Is it necessary to redesign the system? If so, what will the cost be and what other problems will it cause?
You must pay great attention to how much cost your special needs will increase, how many obstacles and difficulties will be encountered in implementation, and what impact will it have on future technical support. Before designing and reforming the system, you'd better try your best to re-engineer your company's business processes to ensure the matching between them.
Step 12 evaluation
When all the bids are returned to you, you need to have a set of basic standards for evaluating all systems. A typical practice is to prepare an evaluation form. The column of the evaluation table is each item required by the system, and the row is each supplier who provides products. You can then score each item in the standard book (yes/no, 1, or other similar sequence values). Score each requirement of each supplier, so that you can find those suppliers that best meet your requirements. The next step is to contact them and ask for a test version of the system for demonstration and evaluation.
Step 13 Control of Test Version
Generally speaking, the test version of the system is an informal system, which is specially used to show the functions and characteristics of the official version of the system, as well as the operation mode. , and there are usually some restrictions. Therefore, you must pay attention to the beta provided by the system manufacturer and control it. This is a very important job.
How to control it? All software vendors generally have a standard beta system, and this standard beta should not be accepted here. Because, we must firmly grasp our own needs. Before meeting with suppliers, prepare and provide them with detailed requirements documents for the test system. In this way, the supplier can provide a test version that meets your requirements, and you can accurately grasp your needs. All team members should participate in the evaluation process of the beta demonstration.
Step 14 Second evaluation
After completing the demonstration and evaluation of all test versions of the system, all team members wrote down their satisfaction and dissatisfaction with each test system. Therefore, you need one or more suppliers to provide you with more supplementary information for the next step. Of course, we need to consider the price factor, but we need to understand that this price is definitely not the final price. When suppliers know more about their needs, their price tags will become more and more accurate, and may be higher or lower. Finally, determine two but no more than three suppliers for final selection. It is necessary to ask these lucky people to provide a more qualified beta system for final evaluation later.
Step 15 Determinants
The project team has evaluated all the software systems, and now it's time to make a decision. In the choice of software system, price is one but not the only decision-making factor. Other obvious decision-making factors are the compatibility with the existing system and the functionality of the system in this province. For many companies, implementation cost and timing are also decision-making factors. It should be noted here that since the management team representative holds the final voting right, it is necessary to ensure that the management team representative can participate in the selection process.
Steps 16 investigate the case.
Now you can listen and investigate some actual cases. Before hearing and investigating the case, the team should prepare a questionnaire to be solved during the investigation. The questions in the questionnaire cover everything you care about, from system functions to follow-up support. During the inspection, we must pay attention to the environment in which the system runs, such as Windows2003, Unix or Linux. This will determine whether the HRMS system is the system environment of the company.
If you know that there are users using these systems in the same area, you'd better visit them to see how the system actually works and listen to the opinions of actual users on the system. The reason why it is best to listen to and check the case before the second evaluation is because some problems may be found in it, so that we can see whether it has been properly solved in the second evaluation.
Step 17 Second demo beta
During the first demonstration, it is necessary to inform the supplier that the project team may need to make a second demonstration on some special issues. These special problems were not solved in the first demonstration and were not found in the case study. In addition, ensure that management team representatives are involved in this process. The technical representative should ensure that all technical problems can be solved in this demonstration. Review the core functions, reporting system, running speed, implementation progress and cost, customer service and other issues that the project team cares about. It is also necessary to discuss every item of their quotation with suppliers. The opportunity to clarify the relevant issues in the quotation and make adjustments. Don't get bored if you don't solve all the doubts in the second demonstration evaluation. You should ask the supplier to provide a third or even more demonstration evaluation.
Step 18 Evaluate and select again.
All the statements have been completed and all the questions have been answered. Now it's time to make the final choice. Before voting, review the information obtained in the second round of statements. Compare all this information with the original goals and requirements.
An evaluation table can be made to assist decision-making. Horizontal is the decision-making factor and vertical is the product of each system. If the previous steps are actually completed, it will be easy for the group to make a choice. In some cases, you will find that both systems can finally meet your needs, so you can negotiate with these companies to choose the most favorable solution-price, training, implementation and so on. Every step of the project is related to the success or failure of system selection.