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New HRIS Recommendation for Wichita Public Library

Alison Vesper

HRD 338 – Human Resources Technology

March 24, 2013

Randy Lawson

Southwestern College Professional Studies

New HRIS Recommendation for Wichita Public Library

With the upcoming expansion of the Wichita Public Library, an opportunity exists for upgrading the Library’s HR system. “With an operating budget of $8 million, the Library employs 150 full-time and part-time employees.” (Wichita Public Library, 2013.) There are many HR systems and system providers to choose from for mid-sized companies such as ours. With the constant rapid growth of technology based HR tools and the costs associated with maintaining them, it makes sense to outsource a number of HR processes. (Walker, 2001) The technology based systems offered by ADP Workforce Now, ECI, Ascentis, and Bamboo HR will be reviewed in the following evaluation. Based on cost analysis and services provided, Bamboo HR stands out as the best choice for the Wichita Public Library.

Research

ECI, Ascentis, ADP Workforce Now, and Bamboo HR companies are Internet based systems that provide access to staff and employee customers for the purpose of updating and maintaining personnel records, benefits and compensation packages, recruiting and hiring processes, training systems, and payroll management.

Ascentis and ADP Workforce Now both require the purchase of additional software to use the systems, while ECI and Bamboo HR are browser-based systems or ASPs, which do not require the purchase of additional software. ECI is Windows based only and requires the use of Internet Explorer, while Bamboo HR functions equally as well on Safari and other browsers, as it does on Internet Explorer.

ADP, Workforce Now, and ECI all have complex navigational issues, while Bamboo HR is more user friendly. Customers can navigate through the system easily and find what they need without multiple clicks and traveling through several different pages. Content is clearly labeled and defined in Bamboo HR, while in the other systems it is more difficult to locate and customers may get lost in the shuffle between pages they must navigate through.

ECI has a lot to offer but it is a SaaS, meaning the information is stored off site. It may prove difficult to access or copy record when necessary due to the third party storage issue. ECI was recognized as Top 2012 Tech 200 Company for the most recent two consecutive years. ECI Empower HRIS is suitable for businesses with more than 100 employees as long as they are not concerned with storing records in a third party location.

From 2003 to 2005, Ascentis was one of the 50 fastest growing companies in Washington State, and one of the 500 fastest growing technology companies in North America. The company provides a wide variety of services with great features. While fully functional, Ascentis seems outdated with a design style that resembles an old Windows format. The other three seem much more modern and aesthetically pleasing.

The ADP Workforce Now system is a very diverse yet not complex system with three different levels of solutions to meet mid-sized business needs. ADP is a diversity leader, has been ranked 27th on the 2012 Diversity Inc. top 50 companies for diversity list. ADP’s system, while complex and highly diverse could be intimidating to users who are not already familiar with HR processes and technology.

ADP Workforce Now and Bamboo HR both offer smart-phone applications for mobile use of the systems, while ECI and Ascentis do not. Smart-phone apps allow customers access to the system from more remote locations without the need for logging into a computer or calling the service center and dealing with telephone voice prompts or other phone based tools. ADP offers several different mobile applications for different services that they provide, creating confusion for users about which applications are appropriate and necessary for the tasks they wish to complete. Bamboo HR only offers one mobile application for use in accessing every service they provide.

The browser-based systems offered by ECI and Bamboo HR allow users to access and update personal information, upload documents, schedule training, view payroll and compensation and benefits information all from the comfort of home or other locations. This benefit has the potential to save the company time, money, and other valuable resources.

Recommendation and Reasoning

It is my opinion that Bamboo HR is the solution that best suits the needs of the Library and will provide employees and staff with the most valuable tools for management of all aspects of Human Resources. The use of the Bamboo HR system will reduce administrative duties for HR professionals by diverting simple HR functions to a centralized technology based service center, thus reducing the need for face to face interaction, which frees the HR staff to concentrate on more complex duties.

Due to the versatility of the ability to use any browser and the availability of smart-phone applications, paired with the simplicity of the website design and ease of navigation, staff and employee customers will appreciate a more complete, streamlined experience with this system. Outsourcing HR processes will help the Library to stay in step with technological growth, remain competitive within the industry, eliminate barriers in consolidation, keep up with training and retraining needs, and manage the service center on an ongoing basis. (Walker, 2001)

Cost Analysis

The Bamboo HR system is offered as a monthly subscription for $299 per month for 101 to 150 employees. (Bamboo HR LLC., 2013.) This is an operation expense of $3588 per year equating to approximately $30 per employee annually. There is no expense for additional software because Bamboo HR is browser based.

During my research, I was unable to locate specific pricing information for ECI, Ascentis, or ADP Workforce Now. I can only assume that pricing for these three systems are based on which services the company would need, the parameters of functionality requested, licensing fees, costs of additional software, and any requirements for third party IT personnel. With Bamboo HR, there is no need to hire additional IT talent to manage the system since it is browser based.

With a budget of $25K, initial start up costs for equipment, furnishings, and other technology tools and systems for establishing an HR Service Center at the company’s choice of location will not be a problem due to the savings the company can expect from selecting Bamboo HR as the service provider. With the new system in place, the Library will be able to improve the quality of service provided, reduce operational costs, and maintain the same scope of services in one centralized location.

Overview of Plan for Implementation

The first step in the implementation plan is to choose a prime location. The new building under construction for the Library’s new central location will be a perfect choice as it will immediately be capable of supporting all the technology systems that will be required, including high speed internet, telephones, and other electrical and high tech equipment.

After installing all the necessary hardware and computers for the new centralized service center, everything must be fully tested. Bamboo HR is a system that will not require much integration with other systems. The service itself is a stand-alone system, fully maintained by the Bamboo HR company.

Training of staff is important to the success of the new service center, so a training plan must be established and a program implemented that will meet the needs of each individual trainee. Each person learns differently so a training program that offers a variety of learning techniques and repeats information will be most beneficial.

HR personnel that will be working within the new service center must fully understand how to move through the new system and assist others during the transition from face to face administration to the new technology based system provided via Internet by Bamboo HR. This will create a temporary increase in administrative duties for HR specialist and generalists, but will eventually allow them to reduce time spent with employees on mundane tasks.

The reasons for establishing an HR service center for the Library include: reducing costs, allowing us to transform HR and free up HR staff for other duties, and to improve the quality of service provided across the board. (Walker, 2001) With any change, resistance is to be expected. The Library staff must have a plan in place to manage and work through the change process.

Conclusion

As the Wichita Public Library grows, the need exists for upgrading the Library’s HR system. There are many HR systems and system providers to choose from for mid-sized companies such as ours. The systems offered by ADP Workforce Now, ECI, Ascentis, and Bamboo HR all offer viable solutions for the Library’s HR needs, but they have many barriers and drawbacks also. Based on cost analysis and services provided, Bamboo HR stands out as the best choice for the Wichita Public Library.

References

Automatic Data Processing, Inc. (2013). ADP workforce now solutions. Retrieved from

Ascentis. (2013). Ascentis - Solutions (th)at work. Retrieved from

BambooHR LLC. (2013). Bamboo HR - pricing. Retrieved from

ECI Electronic Commerce, Inc. (2013). Eci's qualifications. Retrieved from SERVICES OVERVIEW.pdf

ECI Electronic Commerce, Inc. (2013). Product demos. Retrieved from

HR Pay ‘n’ Time, Inc. (2013). Adp workforce now. Retrieved from

HR Pay ‘n’ Time, Inc. (2013). Ascentis. Retrieved from

Walker, Aflred J. (2001). Web-based Human Resources, McGraw-Hill.

Wichita Public Library. (2013). Customer services manager. Retrieved from

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