HRIS Evaluation Template for Small Businesses

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WorkforceHub

HR tech that powers small businesses. Get in, get the job done and keep your business moving with an easy to use solution for time, HR and benefits.

“WorkforceHub is easy to use and very economical for our practice. I love the time clock feature. Employees are able keep track of their time and total hours worked during a pay period.” James D. HR Manager

“Swipeclock was very responsive. It was easy to communicate with customer service, which allowed us to move seamlessly and go live without any major issues.” William Zantopulos, Liberty Outdoors

“Swipeclock has been a great win for Avila Beach Golf Resort. Payroll processing has been reduced from hours to minutes, the company saves thousands of dollars, and everyone loves it. Now, no one can imagine doing time and attendance the old way.” Katie Sturtevant, General Manager

“The GPS function eliminates the challenges we had with our previous app. Now with Swipeclock, our payroll and billing are much faster and easier to process, and are accurate to the minute.” Tricia Cline, SCE Construction, HR manager

Since a small business HR system has a lot of moving parts, you need an organized process to make an informed choice. An HRIS evaluation template can help.

How do I use this template?

Our evaluation template lists the features/tools in the left hand column. The second column describes the benefits of the feature and the problems it solves.

We’ve organized the templates into three core HR areas:

  1. Recruiting, Applicant Tracking and Hiring
  2. Employee Onboarding and HR Management
  3. Employee Timekeeping and Scheduling

First, use the template to identify the features you need. You can also use a separate template for each system you review. As you evaluate different systems, mark the checklist column or give a weighted score for how well the feature works.

Do I need an HRIS, HRMS, or HCM?

Human Resource Information System (HRIS), Human Resource Management System (HRMS), and HCM (Human Capital Management) are all terms for similar systems, each with a distinct focus. However, in the software tech market, many systems have similar features. For this reason, we recommend that you don’t get hung up on acronyms, choose a solution based on features and benefits.

HRIS Evaluation Template #1: Recruiting, Applicant Tracking and Hiring

Feature/ToolBenefits
1. Job requisition templates1. Formalize your recruiting process
2. Ensure all stakeholders sign off on each new hire


2. Job description templates
1. Build a library of job descriptions and manage them in one place
2. Ensure all members of the hiring team use a compliant, approved job description
3. Single sign-on job board posting1. Save time posting
2. No need to remember logins for each site
3. Can be cheaper than individual accounts
4. Pre-screening questionnaires with knockout questions1. Quickly isolates a pool of qualified candidates to engage with
3. Especially important for high-volume hiring
5. Branded recruitment marketing1. Ensure your job advertising blends with your overall marketing
2. Strengthen brand identity
6. Job board analytics1. Track the number and quality of candidates by job board to better target ad spend
2. Stop paying for job boards that don’t perform
7. Resume Parsing1. Search by job title, skills, qualifications, work experience or location
2. Create candidate profiles that all have the same format
3. Quickly find qualified candidates in a large database without manually sifting through resumes
Automated Applicant Workflows

Build an applicant workflow using stages: Application Received, Do Not Pursue, Schedule Interview, Interview Confirmed, Make Offer, Background Check, etc.
1. Standardize your hiring process
2. Make sure everyone on your team is following the same process
3. Identify hiring bottlenecks by tracking applicant time per stage
4. Use stage change triggers to automate tasks including emails (described in detail below), background screens, reference checks, hiring team task reminders
9. Email Templates and Stage Change Email Triggers1. Create email templates for each stage of the hiring process with merge fields so the system can add the candidate’s name, job title and other information
2. As you move the candidate through the various stages, each stage change will trigger an email, e.g. “We’ve received your application,” “We would like to schedule an interview,” or “We have chosen another candidate but thank you for applying”
3. Improve the candidate experience by providing frequent updates
4. Reduce abandoned applications
10. Recruitment Texting1. Text candidates right from the system
2. Store all texts in one place
3. All members of the hiring team can text as if from the same person
4. Texts can include a link to a questionnaire or interview calendar
11. Structured Interview Scripts1. All applicants are asked the same questions in the same order
2. Create a library of interview scripts and update as needed
3. Reduce bias and support EEOC compliance
4. Better for identifying soft skills
5. Ensures the interviewer covers all the important topics
12. Interview Scorecards1. Ensure each interviewer is thorough
2. Speed up the interview feedback process (it’s important to not let the interview process drag on because a competing employer with a faster process could extend a job offer to your top candidate before you have a chance)
3. Help prevent bias
4. Measure hard and soft skills
5. Easily collaborate with your team
6. Help differentiate candidates with near-identical qualifications
7. Improve the candidate experience
8. Save time when runners-up are considered for future positions
13. Mobile-friendly1. Many jobseekers only use a mobile phone in their job search
2. Employers with a mobile process have an advantage over companies with paper-based processes

HRIS Evaluation Template #2: Employee Onboarding and HR Management

Onboarding affects engagement, productivity and performance. High turnover is one of the stickiest problems for small businesses. Those with a great onboarding process have less turnover. Once the employee is onboarded, the right HR solution will extend the efficiencies throughout the employee lifecycle. 

Feature/ToolBenefits
1. Digital New Hire Portal

1. Provide an easy, remote way for new hires to complete paperwork
2. New hires can learn about benefits in the comfort of their home and discuss with a spouse or significant other
3. Managers can plan an engaging first day free of paperwork
2. Administrator Completion Confirmation1. The admin can monitor progress and send a reminder if needed
2. Admin can manage onboarding from a mobile device
3. Background and Reference Checks1. The candidate enters their references on the application
2. The hiring manager can call references or send an email any time during the process
3. Background and reference check integration keeps all important information in one place
4. Administrator Onboarding Checklists (set up workstation, schedule welcome breakfast, order ID badge, etc.)1. Ensure the new hire has a positive first day
2. Make sure nothing slips through the cracks
5. Employee Check-ins (pulse surveys)Make it easy for managers to connect with their team members (this is especially important for remote teams)
6. Employee Recognition Wall1. Any employee can give kudos to any other employee
2. Make it easy for employees to recognize co-workers outside of their team
7. Anonymous Suggestion Box1. Allows employees to give honest feedback without fear of retribution
2. Can expose dishonest, illegal, or unsafe practices
8. Alerts and Notifications1. Set alerts connected to dates– employee birthdate, certification expiration date, or hire date
2. No need to track important dates with spreadsheets
3. Helps prevent compliance issues related to expired certifications
9. Reporting and Analytics

Run reports based on the workforce data tracked in the system including hiring, time and labor, engagement, and productivity.
1. Make better business decisions
2. Detect trends early
3. Measure the success of engagement, DEI, benefits usage and referral programs
10. HR File Cabinet1. Manage the employee handbook and other documents digitally
2. Make updates in real time–everyone is always working with the latest version
3. Save money on paper and copying
4. Improve data security
5. Stop wasting time searching filing cabinets for documents

HRIS Evaluation Template #3: Employee Timekeeping and Scheduling

Uncomplicated time tracking helps employees focus on their jobs. A confusing method results in payroll errors, frustrated employees, and compliance issues.

Feature/ToolBenefits
1. Online Timesheets1. Collect time data whenever and wherever employees work
2. Reduce payroll processing time–import hours data directly into the payroll system
3. Protect your company in case of a wage theft claim or dispute
2. Mobile Clock In/Out1. Simplify time tracking for mobile and remote employees
2. No need for employees to guess their work time on paper timesheets
3. More sanitary than a hands-on hardware clock
3. Biometric Time Clock Integration1. Biometric time clock syncs with HR software for a unified system
2. Employee-aware prompts only present logical options
3. Reduce missed punches
4. Customize time clock prompts for COVID symptom checks
5. Prevent buddy punching and out-of-schedule punches
4. Geofencing
1. Improve accountability for mobile employees
2. Managers and employees can easily tell if the employee is at the right worksite
3. Help track mileage for reimbursement
4. Track employee hours by job site
5. Track work locations for a specific employee or group
5. PTO Management1. Employees can see PTO balances using a mobile device
2. When employees have a convenient way to request and use PTO, they are more likely to take vacations which reduces burnout
3. Do away with error-prone and time-intensive spreadsheet PTO tracking
4. Streamline FMLA compliance
5. Managers have all requests in one place–prevents requests from getting lost
6. Managers can see requests in schedule context
7. Helps managers treat all requests equally
8. Some systems (including WorkforceHub) can be customized for complex accruals policies
6. Employee Self-Service1. Employees can easily see their work schedule, paystub, company announcements, accruals, benefits, and documents
2. Improve communication between employees, supervisors and HR
3. Reduce manual data entry
4. Ensure remote employees have the same access to HR as onsite employees
5. Strengthen your employer brand with the type of advanced tech employees expect
7. Employee Aware Time Clock Interface (only presents logical clocking options)1. Reduce missed punches
2. Prevent timecard errors
3. Make timecard approvals easier for managers
4. Process payroll faster
8. Job Codes1. Simplify client billing
2. Streamline project management
3. Improve job bidding
9. Notifications/Alerts1. Reduce unplanned overtime
2. Manage certifications
3. Prevent shift coverage gaps
4. Improve manager oversight
10. Schedule Templates1. Easy to build multi-shift, multi-location schedules
2. Save time by creating standard schedules and copying forward
3. Simplify scheduling for multiple locations
4. Ensure proper shift coverage
5. Improve compliance with predictive scheduling and licensing and certification laws
6. Ensure employee safety, health and productivity
11. Shift Trade Board1. Allow employees to trade shifts (subject to manager approval if desired)
2. Reduce over- and under-staffing
3. Set overtime thresholds or shift length limits 
4. Prevent compliance problems
5. Auto-alerts keep everyone informed of schedule changes
12. Scheduling and Shift Planning1. Build complicated schedules faster and more efficiently
2. Employees can see their schedule online or through the app
3. Send schedule reminders in emails or texts
4. Support remote/hybrid teams – works for multiple time zones and/or shifts
5. Schedule deviation reports show which employees aren’t following their schedule
6. Small businesses save money by hiring part-time employees–allow employees to choose when they can and cannot work makes scheduling easier and reduces turnover
7. Prevent double booking employees at multiple locations
8. Track skills and certifications
9. See PTO when building schedules
10. Schedule by shift, time slot, position, or employee
11. Improve compliance with stable scheduling laws
13. Schedule Enforcement1. Stop early clock-in and late clock-out
2. Pay employees only for time worked
3. Improve manager oversight, especially for large teams, multiple locations and remote workers
14. Overtime Management1. Lower labor costs by limiting unplanned overtime
2. Simplify FLSA overtime compliance
15. Meals/breaks Management1. Ensure employees clock out for unpaid breaks
2. Ensure employees take their full required breaks
3. Simplify compliance with meals and breaks laws
4. Reduce payroll errors
16. Reporting and Metrics1. Track HR data for better decisions
2. Improve resource allocation
3. Spot trends in the early stages
4. Measure the ROI of HR programs
5. Get real-time oversight

Questions to ask HR System Vendors

1. What is the fee structure and the total cost of ownership? (Find out if there are hidden fees, recurring expenses, etc.)

2. What type of tech support do you offer? (Email, live support, online chat, knowledge base, troubleshooting guide, FAQs, etc.)

3. How long does it take to set up?

4. What training is included?

5. How do the compliance tools work? Do you update it as laws change? Can I configure for my state and local laws?

6. What other business software does it integrate with?

7. What business size and industry is the system designed for?

8. Is your system scalable?

9. How can I customize the system?

10. What are your data security processes?

In summary

It’s never been more challenging to manage a small business workforce. Fortunately, with the right HR system, you can automate workflows, improve efficiency and get the most from your labor dollar. Optimization also frees up time for critical high-impact programs. These may include initiatives to improve engagement, diversity and equity, employee wellness, or retention. 

Good work tech can make it happen. Use a structured research process to find the solution that will help your business succeed.

Simplify HR management today.

Simplify HR management today.

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