HRIS specifications: Essential elements for a successful project

Writing proper project specifications is vital to the successful deployment of your company’s HRIS. It enables you to outline the scope of the project and identify the resources required to achieve the HRIS objectives. Whether you’re implementing payroll or recruitment software, creating this reference document establishes a strong foundation for the rest of your HRIS project. Lemon Learning provides a guide on how to effectively choose your HRIS requirements.

What is an HRIS specification?

The HRIS specifications are a contractual document created to define the scope of your HRIS project. It provides a way to formalize the project’s needs, objectives, expected results, operational constraints, and anticipated benefits. The document also includes precise information about the deadlines for each aspect of the HRIS project and the estimated budget.

Furthermore, the specifications list the responsibilities of both internal and external actors involved in the project. It serves as a management tool for the HRIS project manager, facilitating effective monitoring and evaluation. The document also outlines the functions of the HR software to be installed, enabling the vendor to deliver a digital product that meets the expectations and requirements of your business.

Preliminary steps to drafting the specifications

To successfully implement an HRIS, it is essential to conduct a thorough analysis of your company’s needs and objectives. This involves consulting all relevant stakeholders, including the management committee, human resources management and director of information systems.

The HRIS specifications will assess the current operations of the HR department and examine existing digital HR practices, processes, and tools. Through a collaborative and constructive approach. Identify areas that require optimization, such as time management, talent management, administrative tasks, and payroll management.

The document should outline the specific HR processes that need digitization and prioritize the implementation of modules to align with the goal of empowering employees. By carefully considering these aspects, the HRIS implementation can be better tailored to meet the unique requirements and objectives of the organization.

HRIS specifications content

Your HRIS specifications content should facilitate a swift analysis to compare different HRIS options and select the most suitable software for your company. Here is some essential information that must be included:

  • A detailed description of your company’s specific needs and objectives for the HRIS
  • Clear criteria for evaluating different HRIS solutions, such as features, functionalities, and scalability
  • Technical requirements, including compatibility with existing systems and security measures
  • Implementation timeline and estimated costs
  • Support and maintenance services offered by the software providers
  • Data migration and integration capabilities
  • User interface and user experience considerations
  • Contractual terms and conditions

By incorporating these key elements into the HRIS specifications, the process of comparing and choosing the right HRIS becomes more efficient and effective for your company.

Detailed description of the desired functionalities

Create a comprehensive and detailed description of your company’s desired functionalities. It will be the foundation to your HRIS implementation. By identifying and outlining the specific features and tools required for automating various workflows, you provide essential guidance to the HR software development and configuration teams.

With a clear specification of functionalities, the HRIS publisher can streamline their efforts to customize the solution and meet your company’s unique needs. This adaptability ensures that the HRIS aligns perfectly with your organization’s requirements, leading to improved effectiveness and enhanced usability for all users involved.

Standard HRIS functionalities could include:

  • Employee Records Management
  • Time and Attendance Tracking
  • Payroll Processing
  • Recruitment and Applicant Tracking
  • Benefits Administration: 
  • Employee Self-Service
  • Reporting and Analytics
  • Compliance and Regulatory Support

Technical requirements and compatibility with existing infrastructure

Your specifications describe the mandatory legal requirements for the storage and security of data. Here, the HRIS software publisher must ensure that the solution fully complies with GDPR (General Data Protection Regulation) if you’re based in Europe, and any other legal requirements depending on your location. The issue of managing access rights must also be addressed in the HRIS specifications.

You will have to decide if the product will be in SaaS cloud mode, in local network mode, on an integrated or modular architecture. The publisher must also ensure the effective integration of its payroll, recruitment or administrative management software with the IT tools already implemented.

Budget constraints and implementation schedule

Budget constraints and the implementation schedule are outlined in the HRIS specifications. The document specifies the planned budget and the level of flexibility allowed. This information enables the publisher and your company to negotiate the service price more accurately before finalizing the order. Additionally, the HRIS specifications provide clear dates and deadlines for each project phase, including the launch, production, and operation stages.

Supplier and HRIS software selection criteria

The canvas outlines the selection criteria for choosing the HRIS supplier, which includes factors like reputation, expertise, customer feedback, experience, specialization in HR software, and pricing conditions. It also presents the key points to consider when selecting the HRIS software, such as: 

  • Scalability of the solution
  • Quality of the technical support provided
  • Compatibility with existing IT tools

Receiving quotes from multiple publishers, and using the specified selection criteria, allow you to make an informed decision that meets your needs and aligns with your requirements.

Best practices for writing an effective HRIS specification

The specifications list should be accessible to any stakeholder involved in the HRIS project. To achieve this, it’s essential to use a language that simplifies technical and complex terms as much as possible. What’s more, involving all stakeholders in its development ensures their commitment to the project’s future phases.

Validating and monitoring specifications

You, as the HRIS manager, will share the document with stakeholders and technical experts for their initial review. You will ask them to focus on key points and provide suggestions for improvement to align the project with operational constraints. Once you incorporate this feedback, the document will be finalized for the project’s actual launch. Throughout the project, you, as the HRIS consultant or project manager, will conduct regular monitoring and evaluation to ensure compliance with the specifications.

Tags: HRIS

Sarah C

Sarah oversees all things inbound marketing, exploring the many business uses and topics surrounding digital adoption. Her previous experiences include B2C and product marketing in the social listening space, uncovering emerging industry trends.