Tips-for-Evaluating-HR-Tech-Providers.pdf

6 Tips for Evaluating
HR Tech Providers

Table of Contents
EXECUTIVE SUMMARY
KEY TAKEAWAYS
INTRODUCTION
TIP 1: UNDERSTAND THE DIFFERENCES IN HR TECH PROVIDERS
TIP 2: EASE OF USE MATTERS MOST FOR SUCCESSFUL ADOPTION
TIP 3: HR TECH SHOULD HELP YOU POSITIVELY IMPACT CULTURE
AND ENGAGEMENT
TIP 4: CHOOSE TECHNOLOGY THAT SUPPORTS YOUR EMPLOYER
BRAND, HIRING STRATEGY AND EMPLOYEES’ CAREERS
TIP 5: BE AUDIT-READY
TIP 6: DO YOUR DUE DILIGENCE
CONCLUSION
SOURCES
APPENDIX
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6 Tips for Evaluating HR Tech Providers
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Executive Summary
Why read this report?
Growing enterprises need every advantage possible to attract, retain and engage top talent. Self-
service technology transformed the consumer experience. As a result, today’s employees expect the
same convenience and access from the tools they use to work.
Relying on a paper-based or hard-to-use HR system frustrates workers and drags operations to a
crawl. On the other hand, putting HR data in your employees’ hands catapults efficiency and accuracy.
But even if you know your business needs HR tech, finding the right fit can be tough. COVID-19 and the
“great resignation” accelerated the need for reliable, consistent software. On top of this, you need to
ensure the provider you select not only can scale with you, but is just as dedicated to your success as
you are.
This likely raises a number of questions, such as:
» What are the most important features to look for?
» How do you know employees will use their new tech?
» What are the consequences of choosing the wrong option?
These concerns are undoubtedly important, which is why we’ve assembled this resource. In it,
we take a deep dive into six tips to help you shop for scalable and comprehensive HR tech.
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HR tech should help you positively impact culture and engagement.
» Consider the needs of your employees to help secure a long-term solution.
» Seek an option that allows you to track and monitor employee tech use.
Choose technology that supports your employer brand, hiring strategy
and employees’ careers.
» Don’t overlook the candidate experience or the importance of a robust applicant
tracking tool.
» Elevate your onboarding strategy with tech for preboarding, digital form completion
and early access to learning and development.
Be audit-ready.
» Effective HR tech should help you adapt to new laws and compliance changes.
» Self-service functionality and comprehensive reporting tools help limit your
organization’s liability and support quick responses to audits.
Do your due diligence.
» A change in your HR tech affects stakeholders who care about different things,
such as executive analytics, HR automation and self-service functionality for managers
and employees. Consider their interests before making a key investment for
your enterprise.
» Ask a provider for proof of important information, such as their financial history, ISO
certifications and business continuity plans.
» If a provider offers a discount to compete with another option, that doesn't make up for the
shortcomings of its HR tech, like the inability to scale with your business.
Key Takeaways
Understand the differences in HR tech providers.
» Prioritize single-application software for a seamless user experience.
» Gauge how often an option is updated for better compliance coverage and
consistent improvement.
Ease of use matters most for successful adoption.
» Look for an option that’s accessible anytime, anywhere.
» Consider how easy the software is to use for your entire workforce, no matter
how large.

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Introduction
Even if your business uses some tech, you still have a vast opportunity to transform your employees’
experience. But picking the right option to do it can be daunting. How do you tell what is important
beyond basic functionality?
According to Forbes, organizations recently have invested up to $12 billion annually in HR tech.1
While
traditional systems focus on core HR and payroll, the demand for more capabilities continues to grow.
Employers need more tools to help them manage:
CULTURE
ENGAGEMENT
THE EXPECTATIONS OF A DIVERSE,
TECH-RELIANT WORKFORCE
HR professionals are familiar with the constant battle to attract, engage and retain top talent.
However, even the most proficient HR team will have trouble focusing on this while wrestling with
cumbersome, unintuitive tech. A continued wave of resignations sets this hurdle higher.2
Sustained success might feel out of reach as HR juggles serving a diverse workforce amid an ever-
changing regulatory landscape. It can even feel easy to get frustrated and worn down by talent’s
evolving needs.
Yet these needs are justified. In fact, many employees would actually compromise for a better
experience.
In a nationwide survey of 1,000 employees conducted by OnePoll and commissioned by Paycom,
67% of employees said they would take a pay cut for workplace technology twice as good as what
they currently have.3
Plus, the same percentage doesn’t believe their company cares about digital
transformation.
Investing in HR tech that employees actually will use helps entire organizations do more. Greater
employee usage can boost:
» accuracy
» transparency
» accountability
» long-term trust
Nearly 70% of employees would take a
pay cut for better workplace technology.

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Since no one knows an employee’s data better than that employee, the ability to complete most
administrative HR tasks — including payroll — via self-service helps mitigate compliance risks and
maximize your ROI. In turn, HR gets more time to empower people and foster a better workplace.
For leaders looking to change the status quo, this is an exciting opportunity. Fresh perspectives
drive innovation.
And according to Steve Jobs, “Innovation is the only way to win.”
What does winning mean for your enterprise? It may involve:
» better understanding of your workforce
» leading a transformation in culture and engagement
» adopting technology that scales with your organization
» attracting and retaining the talent needed to grow your business
If so, consider the following six tips for evaluating HR tech.
“Innovation is the only way to win.”
—Steve Jobs

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TIP 1: Understand the differences in HR tech providers
HR must automate and streamline processes that affect employees. Attracting and retaining a tech-
native workforce depends on it. Today, paper forms aren’t merely passé, but unacceptable.
Entering the same contact information into multiple applications — such as a separate benefits portal,
time and attendance tool or learning management system — is cumbersome and inefficient, with
each entry representing potential for error. In fact, the employees interviewed in the OnePoll survey
claimed too many logins was the top reason they avoided using their organization’s HR tech.
The goal should be to consolidate HR tech into one easy-to-use, self-service platform. The digital
interactions between employees and companies must be intuitive and helpful. Otherwise, they can
negatively impact your:
EMPLOYER BRAND
RECRUITMENT AND RETENTION
OPERATIONS AND REPORTING
Software that gives employees more ownership helps HR, too. It streamlines core functions and
ensures a boost in efficiency doesn’t sacrifice accuracy.
Employees maintaining their own time and attendance and submitting vacation requests are a given
for most businesses. Employee-guided payroll is the next step in self-service tech. It automatically
leads individual workers to find and fix errors before payday, keeping HR from being stuck fixing
preventable issues.
We recommend adopting one software that simplifies and supports all employee, manager and HR
functionality. However, not every single-solution provider operates the same way. That’s why it’s
crucial to know exactly what you’ll get ahead of your investment.
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What’s in a name?
HR tech is not created equally. Understanding the differences in how software is developed and
supported goes a long way in eliminating future headaches. It also helps avoid the risk of deploying a
solution that could:
» alienate employees
» implement infrequent updates
» increase security risks
» chip away at your ROI
» fail to scale with your business
Partnership providerspartner with other vendors for full-service functionality. This requires
the integration of several products and lacks a single source for support. Integration is messy, takes
up IT resources and is often inconsistent and inaccurate when systems don’t sync. It also can require
multiple logins — ergo, multiple passwords — to third-party programs.
Acquisition providersacquire tech instead of developing software themselves. They may offer
a full suite of services, but because the programs were not built to work together, they likely operate
in different programming languages. Because the back-end integration is so difficult to maintain,
new software developments and enhancements are extremely rare. The user experience may be
clunky with a high learning curve, and reliable, comprehensive reporting is difficult to obtain.
Single-application providersdevelop all functionality to work together in one software so the
workflow is seamless. For example, when candidates enter their contact information when applying
for a job, their data populates throughout the app upon hiring. The automatic data flow applies to
employee changes, payroll and all other data. It’s entered once and it’s done.
Single-application solutions automate a vast number of HR processes to help improve:
PRODUCTIVITY
ACCURACY
COMPLIANCE
REPORTING
They also give instant access to feedback and information today’s employees expect.
With single-application providers like Paycom, everything HR and employees need works together
within one database to provide the best experience.

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Executives
» How easy is it to get analytics to help make critical business decisions?
» Is a dashboard available to be monitored daily from a mobile device for insight on head count,
turnover, overtime, etc.?
» How comprehensive is the reporting for companies with multiple locations or
business entities?
» Does a measurement tool provide a breakdown of ROI related to employees’ usage of HR tech?
Managers
» How easy is it to approve time sheets and time-off requests?
» Can they easily create employee schedules?
» Can they assign goals and track employee progress?
» Can they quickly open job requisitions, see applications as soon as they come in and actively
participate in the hiring process through an applicant tracking tool?
» Can they monitor their teams’ hours worked?
» Can they initiate employee change requests without involving HR?
» Can they do everything from their phone?
HR professionals
» Will they be able to stop manually entering and updating employee data?
» How many HR tasks can be automated that currently require multiple systems and
paper forms?
» Which compliance requirements that rely on the accurate tracking and reporting of employee
data can be automated?
» Is a dashboard available to easily track employee usage and identify areas for improvement?
TIP 2: Ease of use matters most for successful adoption
In a 2022 HR.com survey commissioned by Paycom, 85% of HR pros said “ease of use” was the most
important feature of self-service tech.4
And 58% agreed employees are dissatisfied with certain tech
because it’s hard to use.
If you plan to drive key initiatives and bolster employee usage, it’s going to be extremely difficult — if
not impossible — with unwieldy HR tech. Fortunately, a consumer-grade, self-service application can
alleviate this headache, especially if it’s continually updated to address future obstacles.
Questions for successful employee adoption* include5
:
» Is it accessible anytime, anywhere from any device?
» Is it intuitive enough to use that it doesn’t require training?
» Does one login allow access for all employee functionality through a single app?
*See Appendix I for a complete list.
Typically, employee self-service is owned by HR as part of an overall HR tech purchase, but concerns
of other key stakeholders should be considered, too.
Without HR tech, the average cost of fixing
one payroll error is $291.

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As an enterprisewide buy, HR tech can have a positive economic, functional and cultural impact on
your business as a whole. Without it, manual processes can bog down your workforce and reduce
engagement.
And that’s not even considering the cost of outdated tech. Take payroll, for example. According to an
Ernst & Young study of businesses using a traditional payroll process, the average cost of fixing one
error is $291.6
Employee-guided payroll empowers employees to catch mistakes before they harm
them and their organization.
For a business to experience full ROI, HR tech must be easy enough to use that your entire
workforce will embrace it. Paycom is committed to providing the functionality to meet the needs of
stakeholders across your organization in one easy-to-use software.
For a business to experience full ROI,
HR tech must be easy to use so your entire
workforce embraces it.

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TIP 3: HR tech should help you positively
impact culture and engagement
Whether your company has 200 locations nationwide or employs thousands of workers, mobile tech
for easy communication is the glue that brings everyone together. The best HR tech offers self-
service tools with the convenience of its clients’ employees in mind.
Empower employees
Engaging self-service tech lets employees own their data and provides them with meaningful insight.
The most comprehensive HR solutions will introduce this in recruitment and onboarding, empowering
new hires to:
» upload their own employment documents
» complete their needed tax forms
» take preliminary training courses
» enroll in benefits
» accomplish any other required steps
Once kick-started, the right HR tech should carry this ownership into other day-to-day actions. Take
Paycom’s Beti®
, for example. It automatically identifies payroll issues, then guides employees to fix
them before errors wind up on their paycheck. As a result, employees have more confidence in their
company because they’re entrusted with verifying the data that affects them most.
This trust is increasingly important. A Morning Consult study commissioned by Paycom revealed 86%
of U.S. employees would hurt financially from just one missing or delayed paycheck.7
Employee-guided payroll gives people clarity and foresight, allowing them to better plan for financial
stability. At the same time, the tech limits external stressors that hamstring productivity.
Employees who feel valued and heard
generally possess higher morale and
perform at a higher level.

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Placing more power in employees’ hands can translate to greater efficiency overall. For a Florida
aviation company, employee-guided payroll cut processing time from three workdays to just four
hours.8
In other words, giving employees more agency fuels operations across an organization.
Prioritize communication
Set your expectations high for HR tech that opens the door to communication. Morning Consult
revealed most organizations already use self-service tools, but only a scant few do so to its
full potential.
Can your employees open an app to watch a 30-second video from your CEO or manager thanking
them for their service or recognizing a co-worker’s big win? That could be enough for them to know
their leadership cares for them and notices what they do.
A study by Achievers Workforce Institute found employees who feel valued and heard generally
possess higher morale and perform at a higher level.9
Ask for feedback
Leadership and HR can’t just talk about open-door policies; they must ask for regular feedback and
be prepared to use it.
Most of your employees are used to requests to rate and review products and services online.
Surveys about work on their phone, tablet, laptop or desktop computer make responding easier.
Survey tech within self-service software lets employees know they matter and your organization
cares about how they feel and what they think. You can use the data you gather to identify obstacles
that harm retention and engagement.
For more specific inquiries, look for a solution that helps employees easily ask questions and routes
them to the appropriate party. Paycom’s Ask Here tool does it within a single self-service app and
stores answers to common questions. In turn, HR easily can see what concerns employees the most
and quickly respond with minimal involvement.
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Track adoption
Knowing how employees use — or don’t use — HR tech can cue you in on their behavior and
engagement. Paycom’s single software includes Direct Data Exchange®
, an analytics tool that
automatically measures tech use and the efficiencies gained by it. Tools like this help you identify the
impact your chosen software has and carve a path toward greater engagement.
In fact, Direct Data Exchange led the New England Patriots and its parent company to save over
$3.2 million:
“It is our scorecard and our road map. We see where we have deficiencies,” said the Patriots’ senior
vice president of HR. “I don't think a lot of HR professionals necessarily have the access, certainly
not the real-time access to data like payroll utilization, hours, overtime, tax liability — all of thatʼs
available. So you become a very credible resource of meaningful metrics that really impact the
business.”10
Foster learning and development
Research shows learning and development are a top driver of retention in your workforce. Employees
are engaged when they know their purpose, can track their performance and have the resources to
develop the skills and job knowledge required to succeed.
The best HR tech offers self-service access to talent management tools like:
ON-DEMAND LEARNING COURSES
TRAINING PATHS
PERFORMANCE AND/OR CAREER GOALS
PERFORMANCE EVIDENCE
With a tool like Paycom Learning, you’re able to build a professional development track specific
to your organization’s needs. The learning management software lets HR edit and implement
assignments, lessons and course modules.
Many candidates will apply for a job, but they will stay for a career. Ensuring your HR tech helps deliver
engaging, topical and ongoing training gives people a reason to stay with you.
Direct Data Exchange led the New England
Patriots and its parent company to
save over $3.2 million.

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Make applying easy
In today’s tech-dependent culture, people have no patience for slow systems. Wherever an applicant
finds you, it should be intuitive for them to apply for any number of positions within your organization.
Make it easy for applicants to enter or upload their information and get confirmation of receipt.
And make sure your HR tech includes a comprehensive talent acquisition suite. This helps applicants
readily track the status of their application and connect directly with a recruiter anytime during the
hiring process. Ideally, the tech should allow for a recruiter and applicant to message one another
within the app, for a complete record of their conversation.
Win with efficiency
When your company has a job opening, you know how important it is to move quickly. Wasted time
means lost efficiency — or, worse, lost applicants. Your HR tech should include a robust tool for
applicant tracking to:
» streamline job requisitions
» post to top career sites and online job boards
» schedule interviews
» initiate offers
» turn an applicant into a new hire in a click
TIP 4: Choose technology that supports your employer
brand, hiring strategy and employees’ careers
The labor market is challenging for every employer. A lot of focus is put on the employee experience,
which actually starts in the candidate phase. The best tech provides the tools you need to:
» brand your online recruiting and application processes
» readily communicate with applicants and new hires
» shepherd a candidate’s journey into your organization
» help new hires find purpose before Day 1
» help current employees find ongoing purpose
In today’s tech-dependent culture,
people have no patience for slow systems.

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According to a Robert Half survey, 62% of candidates said they lose interest in a job if they haven’t
heard back within two weeks of the initial interview.11
After three weeks, this figure leaps to 77%.
Specific features such as knockout questions and streamlined job board management can
expedite how fast recruiters fill openings.
Additionally, as a single-application solution, HR tech like Paycom can search for potential tax
credits and run background checks for greater time savings. Because it’s contained in just one
software, relevant data pulled from an application automatically flows through the rest of the tech
with no reentry. Ultimately, when you automate onboarding, it’s a win for everyone.
Ensure retention
Attracting and integrating new employees is one thing, but the most effective HR tech will give you
what you need to keep them. Look for a solution that boosts development with ease. The same tool
should help you manage change as the need arises.
Your organization’s success may result in a need for extra personnel, but the stability and control
over your growth rests on the shoulders of the staff members you already have. A report from
Harvard Business Review found over 60% of a business’s future roles can be filled by current
employees, provided they have access to adequate programs.12
Paycom, for example, helps businesses harness upward momentum with a suite of development
and position-related tools. Through the Position Management tool, HR can construct a library
of roles with their necessary competencies and wages, as well as track your workforce’s
development through an intuitive and accessible dashboard.
Plus, the tech lets users manage their organizational hierarchy. It does so by letting HR tie
attributes to a position in a company rather than an employee. It also automatically updates
companywide position changes and drives down the risk of discrepancies as employees move
through the enterprise.

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Cloud storage and analytics
Additionally, software that offers secure, cloud-based storage makes any employee documentation
needed for audit or litigation immediately accessible. This also helps prevent the risk that natural
disasters and security breaches appear when important HR data is kept on-site and offline.
“I’m not worried about having an audit. Everything is stored in Paycom, so there isn’t really anything
that we have to keep outside of that,” said the HR manager of a plastics manufacturer.14
A robust, insightful reporting tool helps track employee tech usage. HR can use this insight to pinpoint
possible compliance blind spots. Paycom’s Direct Data Exchange, for example, allows HR to track
enterprisewide engagement through an intuitive dashboard. This lets HR quickly identify any risks
and address them accordingly, well before an auditor comes knocking.
“Last time I had a request for an audit, I think we gave it to them the same day, and we passed with
flying colors,” said the co-owner of a delivery company using Paycom.15
TIP 5: Be audit-ready
New laws and regulatory changes can create vulnerabilities for any organization. With ineffective
tech, adhering to new requirements can be time-consuming at best and potentially damaging at
worst. Fortunately, the right software helps ensure compliance without sacrificing productivity.
Compliance awareness
Keep an eye out for solutions that update with compliance-related changes. This makes it easier for
HR to focus on the implications to your workforce, rather than manually verifying if your system can
even address them.
Routine audits carry a heavy price for an organization caught off guard. The last thing businesses
need is software that forces HR to conduct its own tech audit whenever a review is on the horizon.
When looking for comprehensive HR tech, be mindful of options that consider the following
possible audits:
» Consolidated Omnibus Budget Reconciliation Act
» Affordable Care Act
» Family and Medical Leave Act
» Occupational Safety and Health Administration
» American Rescue Plan Act
Take Paycom’s Government and Compliance tool, for example. It helps HR stay on top of new and
existing laws, as it regularly updates to accommodate emerging legislation. In the event of an audit,
Paycom offers the option to consolidate and print reports in the government-required format.
“I don’t have to worry about compliance aspects like I did before,” said the HR director of a financial
services provider. “I know where to find everything for every single employee. I know that the
system’s going to remind me of expirations of work authorizations or FMLA or whatever the case
may be.”13
Routine audits carry a heavy price
for an organization caught off guard.

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Tip 6: Do your due diligence
You obviously care about your company’s employee experience or you wouldn’t be reading this white
paper. An important responsibility of being a great employer is protecting your employees’ sensitive
information, and the right HR tech helps do that.
Workforce software can hold a lot of highly confidential data, including:
BANK ACCOUNT INFORMATION
SOCIAL SECURITY NUMBERS
MEDICAL REPORTS
TAX RECORDS
AND OTHER DATA EMPLOYERS ARE
LEGALLY REQUIRED TO SAFEGUARD
Of course, organizations should understand who they grant access to. Research potential vendors to
find the one that has the features you need and the assurances you require.
Don’t accidentally fall for outdated value propositions and red flags.* In the past, companies bought
HR tech based on:
» the lowest price possible
» product features
» customer service
» treating surface-level pain points
*For more HR tech provider red flags, see Appendix II.

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6 Tips for Evaluating HR Tech Providers 18
While these points aren’t entirely useless, they are deceptively nearsighted. Before long, companies
buying for these reasons will have to find another HR tech provider to address the issues of the one
they’re considering now.
To dodge this and other pitfalls, ask potential HR tech providers the following questions* and request
proof of their answers:
» Do you have a long history of profitability and financial success?
» How many clients do you have, and how large is your geographic footprint?
» What are your procedures for data storage and handling?
» How many different apps do you and your employees need to download to complete all
HR tasks?
*For a more comprehensive list of questions, see Appendix III.
The more control a provider has over its offering, the more reliable its answers should be. If it
licenses someone else’s product or partners for any piece of a solution that you would use, verify the
partner’s stability and security procedures as well.
If a provider offers a discount to compete with another option, that doesn't make up for the
shortcomings of its HR tech, like the inability to scale with your business.
Your workforce expects the technology you provide will be secure and keep their data safe. As a
publicly traded company, Paycom provides information about its finances and operations on its
investor relations website at investors.paycom.com.

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Today’s workers won’t settle for outdated and hard-to-use tech. Look for an HR
and payroll software provider that is as cutting-edge as the apps employees
use daily. After all, if HR tech can’t successfully engage employees, is it even
worth it?
Paycom has the security, adaptability, service model and comprehensive, single-
application functionality recommended in this white paper. Request a meeting
and we can help you make this important decision not just for today’s employees,
but also those to come.
Remember, successful HR tech adoption requires buy-in across an organization
no matter how large it is. The best software will operate seamlessly, but setup
and unexpected, company-specific hurdles may require a tech provider’s aid.
When you deploy the right HR tech, you don’t just receive a return on your
investment — you gain a steadfast partner dedicated to the success of your
enterprise and its employees. The best option will be as committed to your
success as you are.
And it may be closer than you think.
Learn how Paycom helps businesses
streamline the entire employee life cycle
at paycom.com or 800.580.4505.
Conclusion
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SOURCES
1. Karra, Srikanth, “HR’s Role In The Next-Gen Enterprise,” Forbes, forbes.com, Feb. 15, 2023.
2. U.S. Bureau of Labor Statistics, “Job Openings and Labor Turnover Summary,” bls.gov,
March 8, 2023.
3. OnePoll and Paycom, “Survey: Employees Are Ready to Leave Outdated Tech Behind,”
Paycom.com, Feb. 26, 2021.
4. Paycom, How the Right Self-Service HR Tech Enhances the Employee Experience, paycom.
com, August 2022.
5. Ernst & Young, Estimating Labor and Non-Labor Costs Associated with Common Human
Resources (HR) Functions/Tasks Cost Update 2021, eyquest.com, July 2021.
6. Paycom, Payroll Errors, Their Consequences and How to Prevent Them, paycom.com,
February 2023.
7. Paycom, Reality Check: How Outdated Payroll Harms Employees, paycom.com, February
2023.
8. Paycom, All Systems Go: How Beti Helped an Aviation Company Take Flight, paycom.com,
June 2022.
9. Achievers Workforce Institute, 2022 Engagement and Retention Report, achievers.com,
Feb. 7, 2022.
10. Paycom, How Paycom Helped the New England Patriots Achieve HR Victory, paycom.com,
Oct. 30, 2020.
11. Robert Half, “The Biggest Mistake You’re Making When Hiring,” roberthalf.com, March 5,
2021.
12. Mankins, Michael; Garton, Eric; and Schwartz, Dan; “Future-Proofing Your Organization,”
Harvard Business Review, hbr.org, September 2021.
13. Paycom, A Financial Services Provider Finds an Invaluable HR Asset in Paycom, paycom.
com, July 29, 2020.
14. Paycom, How a Plastics Manufacturer Wrapped up Manual Processes With Paycom,
paycom.com, Oct. 1, 2019.
15. Paycom, How Paycom Delivered Superior HR Processes to a Delivery Company, paycom.
com, Sept. 1, 2020.
DISCLAIMER: THE INFORMATION PROVIDED HEREIN IS FOR GENERAL INFORMATIONAL PURPOSES ONLY. ACCORDINGLY, PAYCOM DOES NOT WARRANT THE COMPLETENESS OR ACCURACY OF THE ABOVE INFORMATION. THE INFORMATION DISPLAYED
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owners. This guide is protected by copyright law. Individuals may reproduce and distribute this guide for individual, non-commercial use. Paycom is not responsible for any liabilities that may arise out of the reproduction or
distribution of the information herein. ©2023 Paycom. All rights reserved.
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APPENDIX II
HR Tech Red Flags Checklist
Don’t fall for tech that can’t scale with your business. When you
invest in HR software, base your decisions on:
» processes already in place
» existing organizational strategy
» how current strategies are impacting your business
And ensure the HR tech you purchase will make life easier for
everyone who uses it. Verify the provider offers:
1 HR platform
1 password
1 point of contact for service
employee-led data
in-house, 24/7 data center monitoring
payroll-to-payroll service
training from a content expert
a demo run by a sales representative
Above all, employees should actually want to use the HR software
you buy. After all, as usage rises, so does ROI.
APPENDIX I
Considerations for Successful Employee Adoption
of Self-Service HR Tech
» Is it accessible at any time, from anywhere, via any device?
» Is it intuitive enough to use that it doesn’t require training?
» Does it allow employees to easily view their time-off
accruals, request time off, preview their paycheck for
errors and ask HR questions that are automatically routed?
» Can one login allow access for all employee functionality
through a single app, including:
» paycheck verification and issue resolution before
submission
» onboarding forms (electronic I-9s, W-4s)
» pay vouchers and W-2s
» time clocks/time sheets
» work schedules
» accruals and PTO requests
» contact information
» expense reports
» company documents
» benefits information and enrollment
» goals and performance reviews
» employee directory
» internal job postings
» on-demand learning courses and training paths
» surveys
» company messages
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APPENDIX III
Proof-Requiring Questions for HR Providers
» Do you have a long history of profitability and financial
success?
» Are you insured for at least $100 million?
» How many clients do you have, and how large is your
geographic footprint?
» What is your client retention rate?
» Do you undergo SSAE 16/SOC 1 audits of internal controls?
» Are your quality management processes ISO 9001-certified?
» Are you ISO 27001-certified? (This certification is the gold
standard for data security, and “ISO 27001-compliant” is not
the same thing.)
» Can you provide documentation on the security of your
technology infrastructure?
» How can HR, employees and leadership communicate within
your software?
» What are your procedures for data storage and handling?
» What is your business continuity plan?
» What are the data protection features within your software
(secure logins, audit trails, 256-bit data encryption, custom
user access, etc.)?
» What is your process for ensuring 100% payroll accuracy?
And are employees allowed to verify payroll before it runs?
» How many apps do you and your employees need to
download to complete all HR tasks?
» How does your software track changes made within it by
employees or employers?
» If HR calls with an urgent issue, will they be able to talk to
someone immediately or be channeled through an automated
phone system?
» Can HR contact a list of references to verify the HR tech
provider’s answers?
Consultative care
» Does the potential vendor offer representatives to help
implement best practices for using it?
» Can it help analyze needs and offer additional solutions or
changes in processes?
» Will it proactively follow up to verify usage and satisfaction
with the software?
» How often does it enhance its product? (Ask for a specific
number of software releases in the past year.)
» How quickly can it implement sudden, compliance-driven
updates regarding employment law?
» Does it take development requests from clients? If so, how
are they prioritized?
Use the following questions to gain better insight on the type of
service you can expect.
Implementation
» Does it outsource implementation or provide it as a service?
» Who leads the implementation process?
» How involved is our salesperson in that process?
» Does the company provide a single, capable and dedicated
specialist?
» Does a detailed implementation plan exist?
» Who will configure the new system with company data?
» What resources are available to train HR pros, managers and
employees?
» Is training for the software free?
» Is training conducted at my place of business?
» What communication resources (templates, videos, etc.) are
available to get employees excited about the switch?
Ongoing customer service
» What resources are provided for training beyond
implementation?
» Will there be a dedicated point of contact or call center
support after implementation?
» For questions, are clients assigned one point of contact,
or does HR have to contact different people depending on
the product (e.g., time and attendance support, benefits
support, payroll support)?
22

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