05 November 2014

Remember, remember the 5th of November

In keeping with remembering the failed gunpowder plot on the Houses of Parliament, we have highlighted 5 key areas you need to also remember when you are reviewing recruitment software.

1. Server based or web based

When it comes to reviewing recruitment software one of the most important decisions you will make is whether you want your new system to be server based or web based. Generally there are three options:

  1. Server based application installed locally on premise – great if you already have your IT infrastructure set up, not reliant on internet, features purchase or rental pricing models.
  2. Server based application hosted in the cloud – greater accessibility – all you need is a PC and internet connection, usually set up through a remote desktop so can replace your IT infrastructure, normally a rental pricing model.
  3. Web based application hosted in the cloud - accessed via a web-browser, great accessibility, dependant on the internet, SAAS (monthly) pricing model.

All three have their pros and cons but the most important thing is that you make a decision that works best for your company and the way your business works.

2. Looks and Functionality - Don't judge a book by its cover

The best looking system may not necessarily have the best functionality. The flat, clean look is very much in at the moment. Some systems have updated their UI to match this, others have focused more on having the latest functionality.

Ideally your new system should work in line with how your business works. If you have lots of processes already in place then mapping them out and identifying your desired functionality should be relatively straightforward. If not, now is the best time to review your current business workflows and evaluate what is being done well but also identify potential areas for improvement.

At the end of the day your consultants are going to be the ones using the new recruitment system on a daily basis so it is very important that you get their buy-in.

3. Updates and Licensing

Most software suppliers will include updates as part of your agreement with them so you will not have to pay anything extra to stay on the latest version, however some will charge – always make sure you ask.

Licensing can work in 2 ways as well:

  1. Concurrent Licensing – Each licence you have will allow one user to log in at any one time. You will be able to create as many users as you want but the number of users who are able to access the system will depend on how many licences you have. This is the ideal option for recruiters as you won’t need to buy more licences if you have consultants come and go – you just create new users. As and when you grow, simply buy more licences.
  2. Licensing per User - Licences are assigned to specific users – i.e. They are not concurrent. If a user leaves then you have several choices:
  • Carry on paying for that user licence so that you can still access the data that the previous user collated.
  • Terminate the licence associated to that user (but the consequence of this is losing the data that was assigned to them).
  • Pay for that user’s data to be transferred to another part of the system so that it can be accessed.

The rationale behind this is that data is effectively owned by the consultant, as opposed to the company.

4. Your Data

The data in your current system is your bread and butter – of course you are going to want to bring it all into the new system but there are a few things you need to take into consideration:

  • Will your current supplier charge you for extracting/ getting a copy of your data? If so, how much?
  • Does the new supplier have a structured approach for migrating data?
  • How much is the new supplier quoting to perform the data migration?

It has been known that some of the well-known web-based recruitment software platforms will charge you £1,000s to get a copy of your own data.

5. Pricing

The amount you will pay is largely dependent on how many users you have. Pretty much all software suppliers will have price bands that make it cheaper per user the more users you have. There are a 2 main ways you can pay for your system which are as follows:

  • Pay monthly per user - This is a fixed cost per user per month based on the amount of users and level of functionality ordered and will continue for as long as you use the software. Initially this is the most cost effective model but going forward it is the most expensive.
  • Purchase licences per user - Most server-based suppliers’ pricing models involve an initial license cost per user then the only ongoing cost is an annual support charge which is usually 20% of the license cost. This works out as the cheapest option over 3 years.

So in conclusion, remembering the 5 above points when reviewing your recruitment software will help you identify the right system for your business. Having the right system in place will ultimately make you more money and help your business grow.

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