By Marlo Hertling

When selecting an HR or payroll solution, features and outcomes are always top of mind.  But what about the technology itself? Discussions about technology can be intimidating. However, in order to make the best decisions about your solution, it would help to at least have a basic understanding of what’s important. So we’ll keep it simple.

When looking for a new solution there are two key technology areas to consider: a) the technology that the vendor is employing and b) the options available for accessing or deploying the software.

Technology Being Employed
Let’s start by looking at some of the things you should discuss with vendors about their technology:

What is the underlying database?
There are many database technologies available. What’s important is that you select a vendor who is using a current database technology. This will have an impact on how easy it is to access your data for reporting purposes, and for ‘future proofing’ your new solution. If talking about databases isn’t something you are comfortable with, this is a great opportunity to ask your IT department to join the conversation.

What language is the product programmed in?
This is important because it has implications for future development of the product. Ask the vendor what enhancements their product has received in the past year and what they are planning for the next year. This will give you insight into whether the product has become stagnant or if the vendor continues to invest in developing the product. In today’s technological environment you want a vendor who is flexible with their programming language and poised to continually work with emerging trends such as programming for web self service, social media etc.

Is the solution interfaced or integrated?
If you are looking at a full HR and payroll solution it is important to know if the solution is integrated into one database or if the solution maintains a separate database for payroll, HR and time & attendance. If the solution is integrated your data will always be accurate and there will be no lag time in data changes or reporting. If the databases are interfaced it is important for you to understand how they are linked and what the processes are for you to get information from each database for cohesive reporting.

How much time and skill is required from your IT department?
You will want to understand how much time and expertise you will need from your IT department. How much time does it take to update the solution and how often is it required? Can anyone build a report or will you need an IT resource to create reports?

Benchmark Processing Speed
It is important for you to understand how quickly you will be able to process a payroll, benefits, entitlements, etc. so ask your vendors for their benchmark processing times. This can vary greatly based how the solution is deployed.

Software Deployment Options
Next, you’ll want know what your options are for deploying the software. Many vendors now offer several options for how you can deploy their solution. This is good! Because you now have more choices in finding the best fit for your organization. Here is a brief summary of the three mainstream options:

In-house

• your data and software are on-site
• you have access to your set-up

Outsourced/Comprehensive

• your data is on a service bureau server and you use their software
• you submit requests to make changes to your set-up

Hosted

• your data and software are off-site and you gain access through the internet
• you have access to your set-up

In Summary
Technology has changed the landscape of selecting an HR and payroll solution. It’s no longer only about functionality – it’s about finding a solution that uses current technologies which will adapt into the future. While functionality and ease of use are definitely key in selecting a solution, it is also important to include a technology overview as part of your assessment. With the right functionality and technology you will be investing in a solution that will serve your company well into the future.

Marlo Hertling is a solution specialist with Avanti Software Inc.