14.4.2026
What should be taken into account during the HR solution selection and procurement phase? When is it time to replace your current system? What factors are important when choosing a new HR system?
The acquisition of an HR solution often begins with several needs identified in daily work. In particular, HR teams frequently encounter the following recurring challenges:
- Employee data is scattered across multiple systems and files, making it difficult to form a complete overview and causing unnecessary and repetitive work.
- The existing system is outdated, inflexible, and difficult to use (especially from a key user’s perspective), making changes hard to implement and lacking regular updates, sometimes for long periods.
- Lack of transparency: self-service is difficult and confusing amid various notifications and miscellaneous features.
- Limited or ineffective reporting that does not sufficiently support planning or decision-making.
- Inability to function as a truly strategic tool for human capital management.
- Absence of employee wellbeing tools or their fragmentation across multiple platforms.
What should you consider when choosing an HR solution?
When selecting an HRIS solution, it is important to take into account your company’s current needs as well as future outlook. The goal of selecting and acquiring an HR solution is to find the HR solution that best fits your organization’s specific requirements. A versatile and customizable HR solution can meet both present and future needs. Explore Solaforce’s modern functionalities here.
1. Reporting and analytics in order – lead with real data
Data-driven leadership helps HR in many ways, improving both strategic decision-making and operational efficiency. HR analytics and reporting provide new visibility, insights, and support for informed decisions. Easy-to-use report templates, models, graphical analyses, and dashboards enable leadership based on accurate data. No more combining multiple files or searching for information across different systems.
2. Users, usability, and a truly valuable solution
Pay close attention to usability and user experience. Usability becomes especially important when the solution is used by the entire organization. An intuitive and easy-to-use HR solution encourages active usage by ensuring that information can be found quickly and easily when needed. In Solaforce’s HR solution, navigation can be customized by key users for different user groups, ensuring that important information is not lost in a flood of notifications and messages.
3. Making managers’ work easier
It is also worth considering how much routine work could be saved with an efficient HR solution. Customizable workspaces for HR and managers bring key information and quick actions together with just one click. This allows fast responses and centralized work without constantly moving from one section to another. The HR workspace highlights key metrics and variables relevant to the HR function, while managers’ workspaces provide a clear overview of team events, pending tasks, and tools for planning and implementing changes.
4. Company needs now and in the future
When making your selection, consider both current business needs and potential future requirements—such as language versions, scalability as the organization grows, and the introduction of new functionalities. It is also important to evaluate the system’s capabilities in areas such as time tracking, recruitment, onboarding, surveys, planning, and reporting. When a single solution covers multiple needs, you can fully realize the benefits of an HR solution.
5. Automation and workflows supporting HR
Today, HR solutions are expected to be reliable, fast, and to leverage automation extensively. Solaforce’s versatile user profiles ensure smooth functionality and a seamless user experience for all users. Automation and workflows ensure that processes are carried out as planned without constant monitoring or follow-up. Typical use cases include employment contract creation, onboarding tasks, and scheduling development discussions.
Choosing and acquiring an HR system benefits the entire organization
A well-chosen HR system automates processes, engages employees, and frees HR’s time to support business operations through strategic decision-making. Improved operational efficiency also leads to significant cost savings.
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