2. Overview
Items to consider when
choosing a new software
program.
What to ask of software
companies when considering
their software.
Copyright 2012 Calyope Systems
3. Items to consider when
shopping for new software:
Will it satisfy my business
requirements?
Is it User Friendly?
Does it interface well with your
accounting system?
How much customization will I need?
Does it allow for enough security?
Does it satisfy compliance issues?
Copyright 2012 Calyope Systems
4. Satisfy Business
Requirements
How many employees am I
processing for? You want to buy
a system based on your needs
and capacity.
Get the most out of your
software. Review the reports
that come with the system. Ask
for demos.
Copyright 2012 Calyope Systems
5. User Friendly
In comparing software systems,
review the processes it takes to
accomplish your business
function. If one processes
payroll in 6 steps, whereas the
other accomplishes what you
need in 3, then it may be worth
checking out.
Copyright 2012 Calyope Systems
6. User Friendly
Are the menu and sub menu
names clear and easy to
understand? Menu names
should clearly state what it’s
function is. Until they get used
to the system, you don’t want
your users guessing as to what
each does.
Copyright 2012 Calyope Systems
7. User Friendly
Are the menu functions listed in
the same order as the steps it
takes to process your payroll?
This makes it easy to remember
the processing steps.
Copyright 2012 Calyope Systems
8. Interfaces with main system
In some cases, your HRIS
system is from the same
provider as your financial
system. This makes things
easier because the interfaces
are already there. If not, an
interface can be created
between the two systems.
Copyright 2012 Calyope Systems
9. Interfaces with other systems
Time Entry systems to HR systems
are probably the most popular
HR/PR interface. Most companies
either use a finger scan time tracking
system, a card swipe system or
electronic timecards. Each can be
interfaced with an HRIS system.
Some companies even specialize in
creating interfaces for certain types
of software systems.
Copyright 2012 Calyope Systems
10. Customizations
Try to keep customizations to a
minimum. Review the software with
a consultant to make sure it comes
with the forms and reports you need.
You don’t want to waste man hours
and dollars by duplicating what’s
already in the system. And,
customizations are not usually
supported by the software company,
so if it errors, you would have to call
another consultant.
Copyright 2012 Calyope Systems
11. Security
Security is a huge issue these
days. You want to make sure
the system can be configured so
that forms and data are viewed
by the appropriate personnel.
Copyright 2012 Calyope Systems
12. Security
Some security issues to
consider are:
Organizational Data Security
Timecards
Human Resources data
Payroll Processes
Roles and Responsibilities
Copyright 2012 Calyope Systems
13. Compliance
Most systems provide periodic
updates, such as changes in tax
laws and year end.
Reports – most systems come
with reports that need to be filed
to government agencies, such
as EEOC reports.
Preprinted forms for checks and
W2s.
Copyright 2012 Calyope Systems
14. What to ask of software
companies
Would you provide a demo? If
so, is it free of charge? I haven’t
come across a software
company that charges you for a
demo. Even if you have to have
them to come in more than
once, this is your chance to
review their software with one of
their experts.
Copyright 2012 Calyope Systems
15. What to ask of software
companies
Do you provide periodic updates
to your software? If so, how do I
access – do you send them via
disk or am I able to download?
Most software packages provide
tax updates for their packages
to satisfy compliance
requirements.
Copyright 2012 Calyope Systems
16. What to ask of software
companies
What level of ongoing support
do you provide and how much?
Most charge you per module
you buy and based on the
number of licenses and users
you need.
Do they provide post
implementation support and
how much?
Copyright 2012 Calyope Systems
17. What to ask of software
companies
Review your contract
Make sure you get specifics as to who
performs what. This should be
outlined in the Project Plan.
What tasks will they perform,
What tasks are your employees
responsible for,
What exactly are they charging you for
and how much.
Look for specifics on change orders,
over budget issues.
Copyright 2012 Calyope Systems
