Worksheet 01
Instructions
How to run the assessment and apply the final decision rule.
Free HRIS selection toolkit
Choose your HRIS with a decision you can defend.
Download the decision-ready cheat sheet and Excel matrix. Assess your organisation's complexity, agree requirements before vendor demos, test the non-negotiable gates and compare three to five-year cost of ownership.
Use them together with your team. Start with the work and the decision your organisation needs, then compare systems against that evidence.
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The decision rule
Choose the highest-scoring vendor that passes every gate, with a credible implementation plan and multi-year cost.
The scorecard supports the decision. It does not replace executive judgement or evidence from scenario-based demonstrations.
Inside the workbook
Eight linked worksheets for a structured selection.
Capture the context, score complexity, compare vendors on agreed requirements and record the final recommendation.
Worksheet 02
Company Profile
32 discovery questions covering scale, geography, workforce, payroll, org design, systems, data, compliance and strategy.
Worksheet 03
Complexity Score
Scores 10 complexity factors from 0 to 5 and classifies the organisation as Simple, Growing, Complex or Enterprise.
Worksheet 04
Requirements Register
24 pre-populated HRIS requirements, with priority, evidence required, vendor response and fit assessment.
Worksheet 05
Vendor Scorecard
Weighted 1 to 5 scoring across nine criteria, with automatic weighted totals and rankings.
Worksheet 06
Decision Gates
Pass or fail checks for payroll, integrations, compliance, scalability, data portability, implementation and references.
Worksheet 07
TCO Model
Three to five-year cost model covering subscription, implementation, migration, integrations, training, internal labour, support and contingency.
Worksheet 08
Decision Summary
Records the recommendation, rationale, risks, architecture, implementation approach, owners and approval status.
A consistent way to compare
Score evidence, then apply the gates.
The vendor scorecard calculates weighted totals and rankings. Scores below 3 are highlighted red, 3 is amber, and 4 to 5 are green. The complexity model scores ten factors out of 50 and classifies the organisation's HRIS profile.
Decision gates cover payroll, integrations, compliance, scalability, data portability, implementation and references. A strong weighted score cannot compensate for a failed gate.
Use the toolkit in seven steps
- 1. Complete the company profile and complexity assessment.
- 2. Refine the requirements and mark Must-have, Should-have, Could-have or Won't-have.
- 3. Agree priorities before inviting vendors to demonstrate.
- 4. Score up to five vendors after scenario-based demos.
- 5. Complete every decision gate before relying on the scorecard.
- 6. Compare a three to five-year total cost of ownership.
- 7. Record the recommendation, rationale, risks and approval.
Need a second pair of eyes?
Bring your selection decision into focus.
Talk through your requirements, complexity and shortlist before the next vendor demo.
Talk through the pressure points