HRIS Planner

I. Select the Right Vendor

II. Get your Project Approved
III. Factors for your Decision
IV. Involve Key Personnel in the Decision Process
V. Hardware Considerations
VI. List your Current or Future Plans for Hardware or Software
Upgrade
VII. Describe the process and frequency for moving data between payroll and
HR:
VIII. Areas of Interest (check all that apply)
IX. Current Data Sources
X. How can an integrated system save you time and effort?
XI. Schedule
XII. Internal Resource Allocation
XIII. Reports
XIV. Current Projects and Activities
XV. Required new features
XVI. Other Considerations
XVII. Use this Checklist for comparing products
Project Planning Sheet
Human Resource Information Systems
Proper planning of your HRIS project will insure the selection of a high-value, cost effective
system. Be sure to consider all of the critical elements when upgrading or installing an
HRIS. Expand this plan as necessary to include specific needs, and remember, there is no such
thing as too much planning.

I. Identify your size range

Vendors come in all flavors and sizes. While this Project Planner is simply a guideline, it will
help you find a vendor that suits your budget and requirements.
II. Get your Project Approved
How does the approval process work in your company? Some companies will consider an HRIS
investment a frivolous expense. Why? This happens when the project is not carefully thought
out, and the value of a system is not communicated to senior management. Consider the time
savings when you no longer have to duplicate employee data. Consider the value of management
analysis, government reporting and compliance, reduced need for staff increases and finally,
assistance with financial impact and analysis reporting. A good vendor will help you effectively
present these benefits to management.

Do you need project

approval? _____________________________________________________________________
_____
By what date would you like the system
installed: ________________________________________________________
How long does the vendor estimate for
installation: ______________________________________________________
Software
budget: _______________________________________________________________________
______________
Training
budget: _______________________________________________________________________
_______________
Implementation
budget: _______________________________________________________________________
_________
Maintenance and support
budget: ______________________________________________________________________

III. Define your business objectives

What are the key factors that are driving this decision to purchase an HRIS?
1. No current system
2. Current solution is out-of-date or wont grow.
3. Company is adding more employees
4. More complex transactions such as benefits or attendance
5. Current system is not performing
What would happen if you did not purchase a new HRIS?
1. Loss of productivity
2. Loss of talented employees
3. Loss of talented applicants
4. Nothing
What added value will the new system bring to your organization?
1. Ability to produce information not possible within the current environment
2. Ability to do the same things:
a. Better
b. Faster
c. At a lower cost

IV. Project Timing

Are there any real or perceived deadlines important to the installation of the system?
What is the estimated date for completion of the project?
Will resources be available to work on the project in the allotted time?

V. Budget Factors
Have you considered the following budget items?
Software Licensing
Implementation
Training
Maintenance and support
Customization and reports
Time for your staff to work on the conversion

VI. Delivery Consideration

Have you considered how the application is delivered? Do you want it in-house or as a hosted
service with a monthly processing fee? Each method has its own benefits and drawbacks.
VII. Factors for your Decision
Decide in advance what will help determine the best vendor for your company.
? Price (Value) ________________________________
? Ease of Use _________________________________
? Support ____________________________________
? Training ____________________________________
? Location of Vendor __________________________
? Features ____________________________________
? Ability to grow ______________________________
? Database Format _____________________________
? Interfaces to systems ________________________
? Client Server ________________________________
? Web based___________________________________
? Other_______________________________________

VIII. Involve Key Personnel in the Decision Process

This process should include members of the HR, Finance and IT Departments. Each member
should be responsible for evaluating his or her respective areas of the project.
Committee members:
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________

IX. Hardware Considerations

Network Windows 2000 Windows 2003 Windows 2008 Windows XP

Server Microsoft Novell Unix Linux
Report Writer Crystal Reports R&R Report Smith Access
User Skills Basic Advanced Power User
Email Server MS Exchange GroupWise Lotus Notes
Number of HR Users: ____________________________________________
Internet Connection: Dialup Less than1Mb DSL/ISDN Greater than 1Mb
X. List your Current or Future Plans for Hardware or Software Upgrade
______________________________________________________________________________
________________________________________________________
______________________________________________________________________________
________________________________________________________
What Payroll product or service do you use? ________________________________________
Version ____________________________________
Would you like to interface from payroll to HR?
_______________________________________
XI. Describe the process and frequency for moving data between payroll and HR:
______________________________________________________________________________
______________________________________________
______________________________________________________________________________
______________________________________________
XII. Areas of Interest (circle all that apply)
Applicant Management,
Statements,
Benefits Administration,
Benefits,
Client/Server,
Property,
Compensation,
Employee Self-Service,
Benefits,
Grievance Tracking,
Import/Export,
Licensing,
Service,
Medical Insurance,
Employee Development,

Automatic Report Distribution,

Budget Planning,
Cobra Tracking,

Benefit
Cafeteria
Company

Education,
Financial Planning,

EEO And AAP,

Flexible

Health,
Job Analysis,
Life/Accident Insurance,

I-9 Tracking,
Job History,
Manager Self-

Multiple Job/Cost Centers,

Payroll Interface,

New Hire,
Position

Control,
Review Forms,
Salary Analysis,
Replication,
Skills Tracking,
Vacation Accruals,
Comp,
Other

Safety,
Salary History,

Salary Admin,
Site

Terminations,
Wellness,

Training,
Workers

XIII. Current Data Sources

Identify the current sources for your employee data, including payroll data, spreadsheets, older
HRIS systems and databases that you use to track employee information. Your vendor should be
easily able to put this data into your new system.
Spreadsheets ___________________________________________________________________
Databases _____________________________________________________________________
_
Current
HRIS ___________________________________________________________________
Payroll
data ____________________________________________________________________
Describe the information that is contained in each of the files (list each field of data) and the uses
of this information.
File Name
Field Name
Description
List your fields
Describe the use of this field
____________________________________________ _________________________________
_______________________
____________________________________________ _________________________________
_______________________
____________________________________________ _________________________________
_______________________
____________________________________________ _________________________________
_______________________
____________________________________________ _________________________________
_______________________

Describe the amount of data entry that can be saved below

______________________________________________________________________________
_______________________
______________________________________________________________________________
_______________________
XIV. How can an integrated system save you time and effort?
If you are entering data more than once, what is the frequency of errors created due to redundant
data entry?
Spreadsheets
Type of information? Current use? Duplicated elsewhere? (Yes/No) Usable for workforce
reporting & analysis?
______________________________________________________________________________
__________________________
______________________________________________________________________________
__________________________
Databases
Type of information? Current use? Duplicated elsewhere? (Yes/No) Usable for workforce
reporting & analysis?
______________________________________________________________________________
__________________________
______________________________________________________________________________
__________________________
Current HRIS
Type of information? Current use? Duplicated elsewhere? (Yes/No) Usable for workforce
reporting & analysis?
______________________________________________________________________________
__________________________
______________________________________________________________________________
__________________________

Payroll Data
Type of information? Current use? Duplicated elsewhere? (Yes/No) Usable for workforce
reporting & analysis?
______________________________________________________________________________
__________________________

______________________________________________________________________________
__________________________

Manual files and information

List all information contained in files and folders with employee information. How much of this
information is duplicated in other systems? How difficult is access to this information?
______________________________________________________________________________
___________________________
______________________________________________________________________________
___________________________
______________________________________________________________________________
___________________________

XV. Schedule
A detailed project schedule is critical to insure a successful implementation. This should cover
all elements of the project with target dates. Here is a sample schedule to follow:
Week 1 Complete negotiations with vendor and sign contracts
Week 3 Send specifications for benefit and attendance information to vendor
Week 5 Send sample ASCII files from current HR system and other sources
Week 7 Specifications for reports and modifications completed
Week 12 Send final ASCII files for complete data load
Week 13 Installation of system and initial training
Week 17 Advanced training
Week 21 Report creation training

XVI. Internal Resource Allocation

Some packages may require your internal resources during the implementation. Determine what
tasks you will be responsible for. Your chosen vendor should be able to help determine how long
each task will take to accomplish.
List all of your Insurance Plans
Plan Name
Days to Configure
vendor use)
Life
Insurance
________________
______
Supplemental
________________
_________
AD&D
________________

Cost if vendor configures

_______________________

(for

_________

_______________________

______

_______________________

_____

__________
STD
_________
LTD
_________
Medical
_________
HMO
_________
PPO
________
401(k)
_________
FSA
_________
Vision
_________
Other
________
Other
________

________________

_______________________

______

________________

_______________________

______

________________

_______________________

______

________________

_______________________

______

________________

_______________________

_______

________________

_______________________

______

________________

_______________________

______

________________

_______________________

______

________________

_______________________

_______

________________

_______________________

_______

XVII. Reports
What reports are required for each department in your company? Your HRIS must be able to
satisfy your reporting requirements through either standard or easily built custom reports.

Regularly Run Reports:

What reports are run regularly and how often? Are they delivered as Email, Paper or File?
Name
Frequency
Delivered in what format
Attendance
Statements ____________________________________________________________________
__________________
Benefit
Census _______________________________________________________________________
_______________________
Benefit Premium
Reconciliation _________________________________________________________________
______________
Benefit
Statements ____________________________________________________________________
_______________________
Company Phone
Directory _____________________________________________________________________
_______________
Company Credit/Phone Card

Renewals _____________________________________________________________________
____
Disciplinary
Actions _______________________________________________________________________
___________________
Headcount By
Dept/Group ___________________________________________________________________
_________________
I-9 Document Expiration
List __________________________________________________________________________
_________
New Hire
List __________________________________________________________________________
_______________________
Termination
List __________________________________________________________________________
_____________________
Training
Lists _________________________________________________________________________
________________________
Other:
______________________________________________________________________________
_________________________
Comments/Notes
______________________________________________________________________________
________________
______________________________________________________________________________
________________
Government Compliance
List all of the reports you will be required to file:
Report Name
Required to File Y/N
EEO-1 _________________________________________
EEO-1 Detail ___________________________________
EEO-4 _________________________________________
EEO-4 Detail ___________________________________
EEO New Hire _________________________________
EEO Terminations ______________________________
HIPPA Certificate ______________________________
COBRA Letter _________________________________
Vets 100 ______________________________________
OSHA 101 _____________________________________

Applicant Flow ________________________________

Reject Reason Analysis ________________________
OSHA 200 _____________________________________
Other reports ________________________________
XVIII. Current Projects and Activities
Create a list of all of the current projects that your department performs on a routine or special
circumstance basis.
Activity
Frequency
Time Spent
Create Benefit
Statements ____________________________________________________________________
_________________
Produce Government
Reports _______________________________________________________________________
___________
Calculate vacation
accruals ______________________________________________________________________
______________
Enter employee time
off ___________________________________________________________________________
____________
Produce headcount
reports _______________________________________________________________________
____________
Verify insurance
premiums _____________________________________________________________________
________________
Analyze insurance
expenses ______________________________________________________________________
_____________
Produce imputed income
reports _______________________________________________________________________
_______
Produce accrual liability
reports _______________________________________________________________________
________
Create COBRA
letters ________________________________________________________________________
_________________
Salary budgeting
reports _______________________________________________________________________
_______________
Employee review
forms ________________________________________________________________________
________________
Track

Applicants ____________________________________________________________________
__________________________
Employee Disciplinary
actions _______________________________________________________________________
___________
Labor Department
Audits ________________________________________________________________________
______________
OSHA
Reports _______________________________________________________________________
_________________________

XIX. Required new features

List all of the new features that your department needs in an HRIS:
_____________________________________________________________________________
_____________________________________________
_____________________________________________________________________________
_____________________________________________
_____________________________________________________________________________
____________________________________________
XX. Other Considerations
Project Management Capabilities Will the implementation project be handled internally or
managed by the vendor?
Task
Internally
Vendor
Cost:
Project
Management ___________________________________________________________________
_____________________
Data
Conversion ____________________________________________________________________
_________________________
Required Custom
Reports ______________________________________________________________________
_____________
Installation ____________________________________________________________________
______________________________
Staff Availability during implementation Is the internal staff on vacation, negotiating union
contracts, doing special projects or otherwise involved, and how does that affect the start date
and length of the project?
Desired Completion

Date: ________________________________________________________________________
____________
Implementation Start Date:
______________________________________________________________________________
_____
Expected availability problems:
______________________________________________________________________________
_
Support Options Does the vendor offer options which meet your business needs?
Hours ________________________________________________________________________
______________________________
Cost/Call _____________________________________________________________________
______________________________
Incidents ______________________________________________________________________
_____________________________
Report Writer
Support _______________________________________________________________________
________________
Toll Free
# ____________________________________________________________________________
______________________
Web/Email
Support _______________________________________________________________________
___________________
Interoperability
Does this solution operate in concert with your current and future
systems? ____________________________________
Can this solution interface with other systems if your company changes its payroll, enterprise
software, labor management, email systems or other interactive
products? _____________________________________________________________________
___
Current Payroll
System _______________________________________________________________________
________________
Other Payroll
Systems ______________________________________________________________________
__________________
Time Keeping
System _______________________________________________________________________
__________________
Enterprise
Software ______________________________________________________________________
____________________

Labor Costing
System _______________________________________________________________________
__________________
Other:
______________________________________________________________________________
________________________
Technology Does this system provide a growth path which coincides with the corporate
technology plan (i.e. XML enabled, ODBC compliant, Secured)
MS SQL
Server __________________________________________________________________
Oracle ________________________________________________________________________
_
DB/2 _________________________________________________________________________
__
XML/XSL ____________________________________________________________________
___
Web
Services ___________________________________________________________________
Citrix/Terminal Services _________________________________________________________
In house hosting solution ________________________________________________________
Outside hosting solution _________________________________________________________
Other:
_________________________________________________________________________
Other: _______________________________________________________________________
_

XXI. Use this Checklist for comparing products

Create one sheet for each vendor and check off the features of the product. Compare this to your
requirements section earlier in this document.

? Accrued Vacation Liabilities

? Additional Compensation
? Attach Word Documents
? Attendance Reports
? Attendance Tracking
? Automatic Benefit Eligibility
? Automatic Benefit Recalculation
? Automatic New Hire Function
? Automatic Report Distribution
? Automatic Termination Function
? Automatically Create Open Positions

? Benefit Reports
? Benefit Statement
? Benefits Administration
? Bonus Tracking
? Budget To Actual
? Calculate Adjusted Dates Of Hire
? Career Development
? Change Field Labels
? Client/Server Version
? Cobra
? Company Holidays
? Company Property
? Company Property Reports
? Compa-Ration Analysis
? Compensation Reports
? Context-Sensitive Help
? Custom Attendance Formulas
? Custom Benefit Formulas
? Custom Code Tables
? Custom Design Fields
? Custom Preferences
? Custom Queries
? Custom Reports
? Custom Salary Grades
? Default New Hire Information
? Departmental Budgets
? Dependant Tracking
? Disability Tracking
? Disciplinary Actions
? Documentation
? Education Tracking
? EEO Reports
? EEO, AAP And Military
? Electronic Notes
? Electronic DOL Handbook
? Electronic Manual
? Email Account Tracking
? Emergency Contact
? Employee Correspondence
? Employee Photos
? Employee Self Service (ESS)
? Employee Skills Development
? Expire Employee Benefits
? Export To ASCII
? Family And Medical Leave
? Field Level Security

? Fill Open Positions

? Financial Planning and Projections
? Full Time Equivalency
? Global Update
? Graphs
? Grievance Tracking
? Handicap Information
? Headcount Analysis
? I-9 Information
? Illness Tracking
? Import From ODBC
? Imputed Income Calculations
? Incentive Pay Tracking
? Internet Updates
? Job Analysis
? Job Electronic Notes
? Job History
? LAN and Wan Versions
? Licensing
? Manager Level Security
? Mass Increase Salaries
? Mass Salary, Job And Benefit Updates
? MS Access Database
? MS Visual Basic 5.0
? Multiple Phone Numbers
? Name Address SSN
? Open Positions
? Organization
? Organization Planning
? OSHA 200
? OSHA Tracking
? Output To Excel
? Output To Excel, Lotus, ASCII
? Output To Word
? Pay Period Dates
? Payroll Input Screen
? Payroll Interface To ADP
? Payroll Interface To Ceridian
? Payroll Interface To in-house
? Performance Reviews
? Plan Definition
? Position Control
? Remove Unused Fields
? Report Grouping And Sorting
? Report Record Selection
? Report Scheduling

? Review And Effective Dates

? Salary Administration
? Salary History
? Salary Mid, Max and Min
? Security Users And Groups
? Select Active Or Terminated Employees
? Self-Service Module
? Seniority Dates
? Shift Information
? Skill Development
? Skills Tracking
? Split Cost Center Job Information
? Succession Planning
? System Audit Function
? System Tutorial
? Track Dependant Coverage
? Training
? Turnover Analysis
? Union Participation
? Unlimited Employee Records
? User Defined Fields
? User Defined Screens
? User Defined Tables
? Users Levels Security
? Vacation Accruals
? Visual Attendance Input
? W4 Data
? Wage and Salary Administration
? What-If Calculations
? Windows 95 Compatible
? Windows 98 Compatible
? Windows NT Compatible
? Workers Compensation