HRIS Requirements Builder

One of the first steps in buying a new HRIS is establishing your functional requirements. This process can be challenging for businesses that don't know what functionality to look for, however. OutSail now makes it easy with a self-service tool

Brett Ungashick
OutSail HRIS Advisor
July 4, 2023
user comparing HRIS systems

Before you start your HRIS evaluations and open yourself up to time-consuming sales calls and demos, it is important to have a clear idea of what you are looking for out of an HRIS.

Building out your functional requirements can be challenging, especially for those who do not have an HRIS or are operating on legacy platforms, and therefore do not know what to expect in the marketplace.

OutSail's free services help teams build out their requirements, and then uses that data to show buyers which vendors are the best match. If you're kicking off this process, it may be worth reaching out: Contact OutSail

If you prefer to build your requirements yourself, this article will provide a step-by-step guide to building an effective requirements document:

1.) Start High-Level

In general, we recommend that buyers start their requirements gathering process with the big picture in mind. Talk to your teammates and stakeholders and get an understanding of what buying priorities are most important to them.

A few of those high-level criteria could include: user experience, reporting capabilities, cost of ownership, product roadmap, vendor's track record and viability, integration capabilities, customer support model and more.

2.) Determine Scope

Once a team is clear on their high-level needs, the next step in the process is to determine which modules will be in scope for the purchase.

The typical modules available in an HRIS include: Payroll, HRIS/Employee Records, Benefits Admin, Onboarding, Time & Attendance, Applicant Tracking System (ATS), Performance, Comp & Succession and Learning

3.) Select Must-Have's and Nice-to-Have's

Now that you know what modules are included, go through each category and determine what functionality you will need in each area.

OutSail offers a self-service survey that will allow you to go through each module one-by-one and decide which functionality you need:

Once you've completed the survey, the OutSail team can share your results with you, so you can have your responses handy.

4.) Gather Input from Other Stakeholders

Now that you have your key priorities and your functional requirements, it is always a good idea to share your list with peers in HR, finance and IT to make sure that everyone's priorities are included.

Your colleagues will be impressed by your initiative and organization, and will be glad to add their input to the project scope.

----------

At this point, you should have a comprehensive list of functional requirements and desired outcomes. The next step in the process is to shortlist the right vendors. You can use this guide to aid you in the process: 3 Ways to Rule Out HRIS Vendors Without Getting on a Demo.

You can also reach out to the OutSail team and have them build you your own custom vendor shortlist report, at no cost. This report includes costs, integration capabilities and pros/cons of each vendor. Get a Vendor Report

Reports
2024 HRIS 
Landscape Report
Read OutSail's 2024 HRIS Report with write-ups on 30+ leading vendors
Thank you! You can download your report at this link
Oops! Something went wrong while submitting the form.
Services
Unsure about your software needs?
Use our HRIS Requirements Builder to quickly identify your must-have & nice-to-haves
Brett Ungashick
OutSail HRIS Advisor
Accelerate your HRIS selection process with free support
Thank you! Our team will reach out to you shortly
Oops! Something went wrong while submitting the form.

Meet the Author

Brett Ungashick
OutSail HRIS Advisor
Brett Ungashick, the friendly face behind OutSail, started his career at LinkedIn, selling HR software. This experience sparked an idea, leading him to create OutSail in 2018. Based in Denver, OutSail simplifies the HR software selection process, and Brett's hands-on approach has already helped over 1,000 companies, including SalesLoft, Hudl and DoorDash. He's a go-to guy for all things HR Tech, supporting companies in every industry and across 20+ countries. When he's not demystifying HR tech, you'll find Brett enjoying a round of golf or skiing down Colorado's slopes, always happy to chat about work or play.

FAQ

Everything you need to know about OutSail
What is OutSail?
OutSail is the first-ever broker of HR Software. We offer market insights, evaluation tools & advisory services to help organizations research, evaluate and select the right HR software. And best of all - OutSail is free!
How is OutSail free?
OutSail is free due to our one-of-a-kind software broker model. When a company makes a purchase through OutSail, the winning vendor owes us a small fee for making the introduction.

No Hidden Fees - You don't pay for our services and the vendors don't pass our costs along either
Vendor Agnostic - OutSail partners with 220+ HR Tech vendors including every market leader
What are the benefits of OutSail?
1.) Market Insights: Access the industry's most trusted data. Read user reviews of every leading HRIS vendor. Access verified pricing data. Use proprietary tools to sort & filter by your selection criteria.
2.) Evaluation Tools: Access to project plans & timelines. Customize your own scorecard tools. Leverage expert-generated demo questions. Collaborate with your team
3.) Advisory Services: Work with HRIS industry experts. Assistance during proposal review and guidance for negotiations. Implementation readiness
What if I'm a broker, consultant or vendor?
We love partnering with brokers & consultants and bringing innovative vendors to our customers. Follow those links to learn more about how we can partner together and bring OutSail's benefits to your customers.

The Future of Software Buying

See why modern buyers prefer OutSail's broker model when buying their next HRIS