You are searching for a new HR Information System (HRIS) solution or HR software for your home care, skilled nursing, senior housing, assisted living, disability services, or long-term care organization. Before you switch, there are several things you should consider. We break it down in this helpful guide.
Why are you changing HR software?
What triggered you to want to look for HR software? When you’re able to identify that, it will help you know what factors are most important to you in a new HRIS. Examples of popular HRIS are ADP, WorkDay, Ceridian, UKG, SAP, G365 HR, Paychex, and Gusto.
A few reasons employers look at switching are the following:
- Outgrown existing HR software
- If you’ve outgrown your current solution, you want to make sure you explore a more robust HRIS to suit your needs. If you project growth in the near future, ensure you’re seeking an HRIS that you won’t outgrow within the next 3-5 years since most platforms require long-term contracts, significant implementation fees, and a lot of organizational energy to implement.
- Issues with existing HRIS
- Maybe you’re experiencing integration deficiencies with other software-as-a-service (SaaS), such as accounting/finance or benefits software. Maybe it’s not flexible enough, or the system is simply lacking some much-needed features or functionality.
- The contract is up for renewal
- Possibly your contract is expiring, and you want to ensure you have the best system available. You’re not sure if you want to change, but you’re open to it if you find a better solution. It’s nerve-racking to ensure that changes won’t spur buyer’s remorse in the future.
Decide What You Need in an HRIS
Once you’ve identified why you need to change HRIS, you should decide what you need. The following are solutions organizations should consider:
- Performance Management Module
- Payroll System
- Applicant Tracking System (ATS)
- Employee benefits add-on
- ACA Compliance and Reporting
- General Ledger Interface to Finance systems
- Employee and Manager Self Service
- Time Off Accruals and Tracking
- Certifications/Training Tracking
- Employee Handbook/Policy Acknowledgements
- Custom Reporting
- Payroll Based Journal (PBJ)
- Dashboard capabilities
- Employee information/files
- Workflow capability
Next, decide what out-of-the-box features are important and what features will be integrated (or synced) to your HRIS with other HR platforms. Do you want the integration to be fed automatically through an API or manually through a CSV upload? For example, you may find that the HRIS benefits platform doesn’t meet your organization’s needs, but you could integrate to a third-party benefits administration system.
Considerations for integrating SaaS include:
- Who will integrate the software? Is it your responsibility or the new HRIS vendor?
- How will the data communicate (API, file feed, manual upload, third-party connector)
- How often will the data communicate? (Hourly, daily, weekly, upon trigger)
- What’s the longevity of the software? (Are they continually innovating? What are the reviews?)
- If any software you’re using is acquired or discontinued, will you have to rebuild it?
- How are software updates pushed? Will you manually schedule an update, or are they automatic? When there is a software update, how will this impact the integrations and your system? Is there a cost associated with updating, or is it included in your fee?
- What type of customer service will you receive with your plan? If something doesn’t work, whose responsibility will it be to fix it?
Who are your Stakeholders and How do You Prioritize Their Needs?
Many people in your organization will need to leverage the HRIS for various functions including HR, benefits, executives, managers, and employees. Ultimately, you need to prioritize the stakeholders and their needs. For example, if you find the priority stakeholder is your employees, choose a solution that provides the best user experience for caregivers.
Remind your stakeholders that HRIS migration is not a video game. You don’t make this decision purely to improve user experience. Migrating is time intensive and expensive; ensure the reward is worth the effort.
Document Employee Groups
Throughout the years, your organization will change benefits and employee policies. Having employee groups on different benefit plans or PTO policies, for example, can create a headache when you change HRIS. When considering migrating to a new HRIS, document all the employee groups that exist and map out the nuances of each. For example, map out different PTO calculations and employee benefits (like 401k from multiple carriers), as well as who reports to who, and what information different groups of managers have access to. Ask yourself and the HRIS prospects that you’re considering how to handle the nuances.
Review the HR Software Contract
Software contracts can be complex, so before you sign, carefully review the agreement details. Here are some topics you will want to cover:
- Is there an implementation fee? (Sometimes, this is an upfront fee or included in a monthly hosting fee)
- Who is responsible for implementation?
- What does implementation entail? Are there time or hours designated for implementation assistance? Will this be sufficient for your timeline and needs?
- Are you locked into a monthly charge, or can you change your plan mid-contract? How will the price change with an influx or reduction in employees?
- What is the term of the contract?
- What rights do you have, if any, to terminate the contract early?
- What features are included in the price versus add-ons?
Migrating Historical Data
The time has come, and you’re ready to migrate to a new HRIS. While you’re excited about the new system, don’t forget a vital step – you need to retain historical data. In some instances, the regulation requires retaining seven years of data. Questions to consider include:
- How will you obtain historical information, and where will you retain it?
- How much historical data do you want to migrate?
- How long will you have access to your old system?
- When is the ideal time to migrate? When will there be a minimal interruption?
- Who is responsible for migrating data?
- If you have employee self-service, will employees have access to historical data?
- If audited, how will you report information? Will you be able to access detailed data, or will it be aggregated?
- Migrating takes time. Depending on the complexity of your project, plan for 4-12 weeks to switch HRIS.
We put together an HRIS Migration Guide with checklists and information you need to obtain. Access the free download here.
Audit and Test Before You Go Live
Once you’ve migrated the data, make sure everything is correct. You’re importing confidential data; if something is wrong or missorted, who will catch it and ensure it’s in the system correctly? If you go live and realize there is a mistake, you could be in a huge mess that will be difficult and costly to untangle. You need to audit the data on your old and new systems. At Procare HR, we recommend running a parallel payroll test from both systems. There can be complex tax issues, benefits, and grandfathered employee groups (refer to step 4), and you need to ensure that the calculations are correct before going live. Sort out any issues until the information reconciles.
Outsource HR Software to a Partner
Finding the right HRIS solution for your organization is a daunting task, which is why many care providers are choosing to partner with a PEO like Procare HR.
At Procare HR, we help care providers switch to the HR software that suits their needs. While there are many great HR platforms available, we’re the only PEO offering an all-in-one solution made specifically for companies specializing in senior care and disability services. Our dedicated implementation team understands your industry, the process, and HR software. We do the legwork, so you don’t need technical personnel on staff.
Plus, our HR experts take on payroll, benefits, workers’ compensation, risk management, and HR consulting for you. In other words, you can outsource time-consuming, resource-intensive HR procedures to experts and keep the focus on reaching goals and achieving milestones.
Procare HR is here to guide you through changing to new HR technology. We’re looking out for you, so you can keep your focus on what matters most – delivering care. If that sounds too good to be true, we promise it’s not. Connect for 15 minutes and see how we can help your organization.