User Friendly HRMS System versus Complexity & Functionality

Jul 24 08:12 2009 Clay C. Scroggin Print This Article

Is user friendliness important when considering an HRMS System or HRIS system software product? Absolutely! But only to the level that the HRMS system meets your needs.

For example,Guest Posting in the past I worked with a couple of HRMS systems both containing report writers but at completely different levels of ease of use and of complexity. The first HRMS system had the easiest report writer I have seen. It demoed well and users loved the fact that it required little, if any, training to generate basic reports. The other HRMS system’s report writer required training and database knowledge to create reports. This system did not demo well and, frankly, it scared clients. If asked, nine out of ten times most would have selected the first report writer; but there was, of course, a potential problem with that choice.

While easy to use, the first report writer had serious limitations. You could not group information, you could not add counts or totals, you could not create custom function fields in the report and graphing was not an option. If you wanted a simple employee list report without grouping or totals, this product met the need. If you wanted, however, to create a detail turnover statistics report or detailed compensation report, it would not meet the needs. This is just one example of where the most easy to use HRMS system was not the best. My advice when reviewing HRMS system products is to make sure the system can create the most detailed reports you need created. Include in your needs assessment, the type and complexity of reports you will require and ask the perspective HR software vendor to show the process of creating those reports. The ease of setting up the HRMS system is another important consideration. One product may be far easier to setup but require more work for you to maintain going forward. Often, but not always, the more detail the setup, the less work later to maintain the data.

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Clay C. Scroggin
Clay C. Scroggin

Clay C. Scroggin has over fifteen years of experience in the human resource software industry. Clay is currently the President and owner of, a web site dedicated to assisting HR professionals with their search, selection, implementation and use of HR software. offers an extremely comprehensive HRIS selection tool to assist you with your HRIS, HRMS or HR software selection process. Make sure to download’s free HR and Payroll Software Buyer’s Guide.

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