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TOOL Sample HRMS Request for Information

November 16, 2001
Related Topics: Human Resources Management Systems (HRMS/HRIS), Tools
The following is one sample request for information presented to HRMS vendors.

System Requirements

  • Describe your operating system, its hardware configuration needs, workstationconfiguration needs, network compatibility, software interfaces, and portabilityto office software such as MS Office and other data-management software.

  • Discuss your system's capacity for handling employee records both activeand historical, including total number of employee records your system canaccommodate. What is the actual (or anticipated) maximum number of recordsavailable in your system?

  • What is the average number of employee records in use (both current andhistorical) by your other clients?

  • Detail your system's configuration - is it by module, relational databases,etc. Describe what is necessary for implementation for your basic HRIS/PRsystem, and which modules/additions can be added at a later date. Discussthe history of your clients' experiences in purchasing/implementing modulesat a later date, especially after customization has occurred.

  • Can HR be implemented independently of PR? Do you have an interface toCeridian, or would that have to be customized?

  • If HR can be implemented independently of PR, discuss issues of implementingPR on a delayed basis, and how long the lag time between implementationscan be (and what is the recommended period of time).

  • What is your typical implementation time line?

System Security

  • Discuss the levels of security offered in your system. Is it by screen,by field, etc. Describe the level of customization available for securitylevels. Does this include creating and running reports with "secured"fields? Does this include historical data?

  • We will be installing workstations at each of our units. Discuss securityissues with such installations and recommend security configurations.

  • Discuss the audit trail that is inherent in your system, including themethod of indicating change, who initiated the change, and the impact onreports. Discuss the level of customization available.· Discuss theaudit trail that is inherent in the historical data. Is it the same as currentdata?

Software History

  • Is HRIS your primary field? If not, what is your primary field of business,and discuss how your HRIS package evolved.

  • Describe the evolution of your applications and underlying code. Have youadapted from previous technology? Is your current version built from theground up?

  • How many installations have you had with the software you are proposingto us? How many installations are currently running, and how many are slatedto begin within the next six months?

  • What is your current timetable for the installation process?

  • Describe your history of upgrades. What percentage have been required forsystem performance vs. cosmetic? How often do you issue upgrades? How manybug fixes have you had within the past 18 months?

  • Detail your system's stability - what kind of downtime do clients experienceduring the first three to six months in implementation/testing, and whilein production?

  • Discuss how your system upgrades affect customized portions of your system.Is there support for implementing upgrades that impact our customization?

  • Our financial system is Flexi, Version 3.4. Please indicate your levelof compatibility with this platform.

  • Provide details on the levels of pre-loaded federal and state rules builtinto the system (Benefits, HIPAA, FMLA, EEO, 5500s, taxation, etc.).

  • Provide details on pre-populated tables (EEO classifications, ADA listings,et al); provide a list of tables.

  • How many installations have you had in environments with tipped employees?How many installations have you had with companies in the hospitality business?

  • How many installations have you had with companies with the same platform(s)we have (as described in our cover memo)?

  • Please provide to us a copy of the system white paper.

Annual Maintenance

  • Discuss what is included in termsof support.

  • Is an annual upgrade performed tokeep current with federal and state changes?

  • Is the first year of maintenanceincluded in the system's cost? What is the time period we are guaranteedfree upgrade if the upgrade is issued within the first year?

System CustomizationImplementation Plans

  • Describe the amount of time requiredfor user customization in a typical installation (10%, 20%, screens/reports/etc.).

  • Describe the amount of customizationavailable, particularly screens and reporting, and the level of supportoffered by your organization regarding the customizations.

  • Discuss your history with multi-levelimplementation; i.e., implementation of the basic system, with additionalmodules or components implemented at a later date.

  • Discuss your implementation planand how it is developed with the user.

  • Discuss the estimated work hoursnecessary for implementation, and identify key team members necessary foran implementation.

  • Discuss the pre-implementation workthat has to be completed by the user company prior to implementation.

  • Detail the average amount of timeneeded for training for MIS personnel, HR personnel, and PR personnel tobe competent in using the system.

  • Discuss the implementation timetableregarding bringing payroll in-house versus developing a link to our currentpayroll company, Ceridian.

Processing Environment

  • We are a multi-company corporationwith numerous EINs for payroll, tax, and benefits reporting. We need tobe able to:

    • have each company report separately

    • move employees from one EIN toanother EIN without losing history

    • create corporation-wide employeelistings and other reports, regardless of EIN

    • run comparison reports betweenthe EINs

  • Describe how your system would handlethese and other multi-company reporting issues.


  • Describe how you track EEO/VETS information,including links to applicant tracking.

  • Describe how you would handle thesemulti-company reporting issues specifically for EEO/VETS reporting.

Employee Base Data

  • Describe how you track employeesby a unique employee identifier, and if this is user-defined.

  • Describe your employee base datafields, including but not limited to employee personal information, taxationoptions, immigration/visa, EEO/VETS classifications, site addresses, andemergency contacts.

  • Describe your handling of visa andtaxation exemption, including I-9 recertification tracking.

Taxation/Tax Treaty

  • Describe your taxation levels, includingfederal, state, local, city, school district, reciprocity, tax treaty, inputtedtaxation, bonus/moving taxation, and tuition reimbursement.

  • Indicate the number of tax fieldsavailable, structure of taxing (tables, percentage, computation), and maintenanceof tax programs (tables, percentage, computation).

  • Describe your delivered media optionsfor taxation reporting (report form, magnetic tape, downloads) and flexibilityon customization.

Salary Information

  • Describe the standard format forsalary information, including but not limited to:

    • job classification and link tojob table

    • position control

    • salary distribution and linksto general ledger

    • salary accounts charged and reporting

    • time and attendance reporting·types of absences (is there a limit?)

  • cost of absences

  • reasons for absences

  • specific tracking on absence forSTD, LTD, FMLA, and other benefits-related absences

  • vacation accrual and tracking

  • is there a limit on types of paid-time-offwhich can be separately accrued and tracked? Can your accrual calculationstake two different accrual rates for a year? (Vacation accrued for operatingemployee promoted to management - combining the levels of accrual for theemployee)

    • multi-salary lines

    • anticipated activities (pendingdates)

    • rollover to history

    • point-in-time analysis, includingimpact of salary increases to budget lines


  • Describe your standard format fortipping information, including reporting on departmental salary lines andtaxation.

  • Describe how your system handlestipped employees (including multiple location and salary lines, overtime,etc.).

Incentives, Bonuses Options

  • Describe how bonus payments are handled,including taxation, impact on benefits levels, historical data.

  • Describe your rollover to history/archives,number of rollovers possible, including fields.

  • Describe your delivered standardcurrent and historical reporting, queries, and flexibility on customization.

Workers' Compensation

  • ·Describe how workers' compensationdata is handled for the life cycle of the employee, including movement betweenEINs.

Job Information

  • Describe your job structure, includingtitle, EEO code, AAP grade, and FLSA. Is this user-defined? How is the jobstructure inter-related to other tracking reporting, such as EEO?

  • Describe how you would accommodateemployees with multiple simultaneous job classifications, and how this wouldimpact reporting.

HR Planning

  • Describe how you track an employee'smovement through the "lifetime" with the company (promotions,demotions, laterals, increases), and the related reports.

Career Planning
Succession Planning
Career Development

  • Describe how you track an employee'smovement and anticipated movement in regard to recording required training,completion dates, and other professional development - which flags or othermonitoring system is in place for specific qualifications and requirementsfor specific positions [separate from education (college et al) and on-goingtraining and development].

  • Describe your capability for implementingsuccession planning professional development and tracking, including courses,skills seminars, internal training, employee education, and job specifications.

  • Indicate whether this function isincluded in the base module (or system) or as a separate purchase.

Organizational Structure and HR Forecasting

  • Describe how your system recognizesand records organizational structure, and to what level your system cantrack and report on each level and its hierarchical position.

  • Describe your capacity for reportingon succession planning and modeling.

  • Indicate whether this function isincluded in the base module (or system) or as a separate purchase.

Performance Appraisals

  • Describe how your system recordsperformance appraisals, including proposed increases and their impact onbudgetary levels.

  • Describe how you perform compensationmodeling and forecasting based on upcoming performance appraisals.

  • Describe how employees' commentson performance appraisals are recorded and tracked in your system.

Disability Accommodations (ADA)

  • Describe how you maintain each employee'sdisability - unlimited number? Is the table (if run from a table) maintainedby the user, thus customizable? Is the table pre-populated?

  • Describe how you track accommodationsmade for employees and reporting capabilities on such accommodations.

  • Describe if you are able to calculatecosts on such accommodations, and if this is customizable by user.


  • Describe your capability for multiplebenefit deductions, including how many fields are available.

  • Describe your capability to havebenefit deductions available on both a pre-tax and an after-tax basis, foreach deduction.

  • We have a number of benefits optionsbased on EIN. Describe how you would track these for each separate EIN,and its capacity for tracking them en masse for the corporation, specificallyfor cost analysis and usage.

  • Describe your capabilities regardingboth prepaid and concurrent deduction cycles.

  • Describe your capabilities for trackingdependents' coverage, beneficiary(ies) designation, and reporting capabilities.

  • Describe your pending and past-duedeductions - are they automatic and adjusted accordingly? Describe any warnings/flags/notificationson-screen or in reports regarding past-due deductions taking place per pay.

  • Detail any links you have with thisactivity to a work-flow module - i.e., automatically creating letters, makingrevisions, populating reports, etc.

  • Describe the level of customizationavailable for work-flow items, including links, reports, other screens,etc.

  • Do you track, by department, EIN,and corporation, those with past-due deductions?

Flexible Benefits

  • Describe your flex-benefit and Section125 capability, including online enrollment via screen.

  • Describe your pre-tax tracking andinterface with other tax-deferred deductions, including 401(k) and TDAs.Is there flagging/notification/reporting tracking MEAs?

  • Do you have a claim-processing modulethat has the capability of administering all claims and producing reimbursementchecks? Is this module customizable?


  • Do you automatically provide notificationfor COBRA from a term code?

  • Do you automatically produce COBRAdocuments for mailing to employees from a term code (including linked letter,conversion, and HIPAA documents, showing coverage and amounts due)?

  • Can this term code be modified formultiple codes/actions, including such events as moving from benefits-eligibleto non-benefits-eligible, or moving from family coverage eligibility toonly single coverage eligibility? Is there tracking for dependents by birthdate to flag for COBRA notification by age?

  • Does your system come equipped witha COBRA payment module that tracks amounts due and payments as well as issuesreports? Also discuss its customization.

Employee Self-Service

  • Explain the choices employees andmanagers will have in connecting to the system (intranet, Internet, phone,etc.).

  • Detail the employee transactionsyour software currently supports for employee self-service.

  • Describe the process flow (input,audit opportunities, audit trail, batch or real time, etc.).

  • Since our units are not online withHQ all the time, how might your software work to provide the above?

  • List any client installations youhave that use ESS in your system, and what they use.


  • Describe your recording of educationand education-in-progress.

  • Describe your tuition tracking. Isthere a link to taxation, if necessary?


  • Describe your central depositoryof information related to employee skills, career goals, and skills requiredto meet their goals.

  • Is there a method for tracking thisdetailed information?


  • Do you deliver a training module?Please discuss at length, including tracking of employees, enrollment, training-sessionmanagement and capabilities for entering equipment needed, materials required,and instructor data.

Requisition Management (Position Control)

  • Discuss your position control capabilities,including position description, position status, status date, position type,requisition number/date, authorized money, dates authorized, and detailsrelated to job function.

Applicant Tracking

  • Describe your applicant tracking,including links to employee database upon hire.

  • Does your applicant tracking trackdemographic data, skills licensing, memberships, education, and prior employment?

  • Does it maintain details on applicationstatus, interview process, and recruitment costs and provide a direct linkto position control?

  • Is it a separate module from theHRIS that can be implemented at a later date?

History and Reporting Capacity

  • For each of the above sections withan asterisk, please:

    • describe your rollover to history/archivesand number of rollovers possible, including fields.

    • describe your delivered standardcurrent and historical reporting, queries, and flexibility on customization.

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