HRIS Selection
Part of HR software procurement
Reviewing implementation services in an HR quote
Check an HR implementation quote for deliverables, customer tasks, data and payroll scope, change costs and acceptance evidence.
Review the implementation part of an HR software quote by identifying each promised deliverable, the work the employer must supply, the acceptance point and the process for extra charges. “Implementation included” does not say who prepares data, configures workflows, connects payroll or fixes a failed trial.
Identify the service being sold
Ask whether the quote provides guided assistance, supplier-delivered configuration or a mixture. Published Employment Hero journeys illustrate the difference: its guided Australian journey describes workshops and question-and-answer support, while its managed HR journey describes a dedicated project manager and supplier configuration work. A published journey does not define another supplier’s offer or override the purchased statement of work.
| Activity | Scope question for the quote | Evidence to request |
|---|---|---|
| Data preparation | Who cleans and maps source records? | Agreed field map and exception owner |
| Data loading | Which records and history are included? | Trial-load and reconciliation deliverable |
| Workflow setup | Which roles and approval paths are configured? | Agreed configuration and acceptance cases |
| Payroll connection | Which products and data are covered? | Interface scope and receiving-system responsibility |
| Training | Who attends and what material remains? | Sessions, materials and role coverage |
| Launch assistance | What help is available at cutover? | Hours, contacts and escalation route |
These are questions to resolve, not services every vendor offers. Mark an excluded activity as employer work, separately priced work or an unresolved dependency.
Check dependencies and changes
A proposed schedule may depend on the employer providing clean records, approving rules and making staff available. List each input, owner and due date. Ask whether licence billing begins before implementation acceptance and what happens when a dependency delays the target date.
Obtain the rate or approval process for extra data cleansing, another employing entity, a new connection, additional training or a revised workflow. State who can authorise a change and how its price and timeline effect will be agreed before work starts. A limit on workshops, import attempts or support hours belongs in the quote.
A promise to “migrate employee data” needs named record types and a cut-off. The employer must decide which records move and which remain retrievable elsewhere.
The quote should identify the supplier’s part in preserving access to records it handles; the employer retains responsibility for its overall record plan.
Define acceptance before signature
Set acceptance criteria for the purchased service, such as a reconciled trial load, agreed configuration, a specified receiving-system handoff and delivery of training material. State which party supplies the evidence, who reviews it and whether correction and rechecking are included in the fee. Where pay is affected, a qualified payroll reviewer should establish the expected result; a successful transfer alone does not prove correct pay.
Keep the contract acceptance criteria distinct from the later rollout decision. The implementation quote is ready to compare when supplier work, employer work, dependencies, change rules and acceptance evidence are all clear.
Further reading: Guided Payroll and HR Implementation Journey (Aus) | Employment Hero (employmenthero.com).
