A complete HRMS selection timeline

When considering the implementation of an HRMS system, it is worth knowing in advance just how long the entire process is likely to take. To make this process easier, we have created this timeline to help you plan for the extra workload and stay on track during the actual process.

Make the business case (Weeks 1-2)

There’s a famous quotation that floats around the web; something along the lines of, it’s easier to apologise afterwards than it is to seek permission beforehand.

Well, not for an HRMS!

Whatever the strategic, operational and budgetary authority in your organisation, the first step is presenting it or them with a business case linking the procurement of your new HR technology to clear and measurable business benefits (and metrics to measure those benefits).

This will involve research of available options, their alignment to strategic plans, and (in an ideal world) initial engagement with key stakeholders. All of this could be done within a week, but realistically the timeframe will be at the mercy of your other day-to-day priorities and the timetable of those you need to persuade.

Establish system requirements (Weeks 3-5)

The HRMS software market offers a bewildering array of functions and options; the key is to focus your requirements on what your business needs now and in the medium-term future.

It’s a fine balance between narrowing it down to your priorities and not missing out on functionality you’ll need in the future. Aside from your own market research, the key here is engaging with stakeholders (C-suite, users, managers, HR staff, etc.) to ensure the new system will support you in providing the service they need.

Meeting with separate stakeholder groups can be a lengthy process (as can the subsequent sorting through their sometimes conflicting requirements) and will certainly take a couple of weeks; possibly much more in a large or complex organisation.

Build the shortlist of vendors (Weeks 6-9)

You may go the structured and formal route of an RFP to help standardise vendors’ pitches.

Alternatively, you may rely purely on recommendations by friends, peers, network contacts, or even industry analysts. A third option is to engage an HRMS consultant who will guide the selection process, including the choice of invitees.

As far as time scale goes, clearly these different options will entail different timings. A formal RFP process can take several weeks, with non-negotiable timescales, opportunities for interested vendors to raise questions and issues, and a whole ‘fair procurement’ communications strategy. 

The recommendations route is much less rigorous but also much quicker. The consultant may act quickly once in place, but there’s a whole selection process to get him or her there. Your call.

Shortlist (Week 10)

When it comes to shortlists, you need to know how to build them and then how to pare them down in such a way as to leave you with the most suitable contenders. Knowing where to find your options and then how to distinguish between them is a core selection skill.

In an ideal world, you’ll only invite three vendors for a demo; any more than three and the chances are the process will be delayed by scheduling and diary conflicts. Three demos can be done in a day, which is not too much to ask of your ‘demo team’. Besides, any more than three demos and ‘burnout’ and confusion set in and the final evaluation process starts to suffer.

Demos (Week 11)

First, pick your demo; probably including an HR representative, someone with IT knowledge and experience, a senior decision-maker, and possibly one or two key stakeholder reps.

Recommended download: Get your HR software demo guide

Ideally, you’ll put together a demo script which will ensure vendors cover the ground you want them to cover (thus making it easier to compare their offerings). Preparation of scripts and finding a time in everyone’s diary that is acceptable may take weeks, but it should be possible to complete the actual demos in a single day.

Evaluate and decide (Weeks 12-14)

Demos over, it’s time to make a decision. Your choice should be based on four key factors:

1. how well each system matches your requirements (an RFP document makes this easy to establish)
2. the performance in the demo
3. the degree of system support on offer
4. the viability of the vendor company itself (which may depend on factors such as time in business, type of client, and the references they provide).

While a decision can be made in a day, expect to spend at least a couple of weeks chasing references and testimonials.

Contract (Weeks 15-16)

Finally, once the decision is made, the final stage is hashing out the fine details of the contract to ensure that you get the HRMS that was promised during the demos and any other negotiations.

Again, timings may vary, but allow at minimum a couple of weeks for discussion, meetings, and the involvement of lawyers.