FAQ

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Do you work with independent consultants?

Vroom’s consultancy services are provided by our own employees 99% of the time. To carry out the recommendations, such as the implementation of process improvement, HCM or an HR system, we often work together with independent HR professionals. These are independent consultants affiliated with Vroom who work under our responsibility and according to our work methods.

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What is your relationship with RvdB?

Both Vroom and RvdB (RaymakersvdBruggen) have more than 20 years of experience in the HR market. We’ve been working closely together since 2010 as our services complement each other. In the HR projects Vroom does there is often a need for temporary staffing in the HR or Payroll department. Our clients sometimes need new permanent employees and want to bring in a recruitment agency. These kind of services are provided by RvdB. In 2010 Vroom moved in to share office space with RvdB. RvdB also has a stake in the ownership of Vroom.

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How independent is Vroom?

Vroom is 100% vendor-, and system-neutral. We don’t sell any HRM systems and don’t receive any commissions, lead fees, or other compensation from software vendors if we advise a client to purchase their software. Vroom is paid by the client for its consultancy during the selection phase and for project management during the implementation phase. There is no such thing as the “best” HR system on the market. There is, however, the best-fitting HRM system. By combining the goals of the client with our system selection approach and market knowledge, we determine which vendor can best meet the client’s requirements and objectives.

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Who are your clients?

Over the last 20 years Vroom has worked for clients across a variety of industries. In general about 60% of our work is for public organisations and 40% for for-profit organisations. The majority of our clients are medium-sized organisations with between 500 to 5,000 employees. We also work regularly for multinationals facing an international issue. We don’t work for SMEs.

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What are the key factors for a SaaS solution?

In a SaaS solution the software and hardware are hosted elsewhere. You work with the HR system via intranet or internet. Key points to consider with this kind of solution are:

  •         Does the security of your ICT department align with that of the SaaS provider?
  •         Is the connection capacity sufficient?
  •         How will the system continue working if there’s a disaster at the provider?
  •         What requirements should the service provider meet with respect to performance and               availability?
  •         How is data secured during transmission?
  •         How is all this articulated in the service agreement?

Of course the stance your organisation takes regarding these factors is also important.

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Payroll administration: in-house or outsource?

Be critical if you want to outsource for financial reasons. Outsourcing companies often seem less expensive because they rely on their already optimised processes. If you have enough volume to apply the same process improvement, then outsourcing is usually more expensive in the long run. Another risk of outsourcing is that your methods and organisational culture may not mesh well with those of the outsourcing party. Make sure your processes are in order before you outsource. Finally, realise that by outsourcing you sacrifice a portion of your flexibility. Valid reasons for outsourcing are insufficient volume to sustain the process or to build the expertise, and costs (if focusing on your primary function has a greater return than the cost of outsourcing).

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HR processes: Make or Buy?

When you need complete HR processes quickly and with limited effort then buying is a good option. The risk of buying is that the processes might not fit well in your organisation’s culture and there may be a lack of support for the new method. This can be alleviated by customising the processes to fit your organisation. A safer option is to develop the processes on a best practice basis with representatives of all those involved and a process expert. With this approach all the processes are custom-made to your organisation and grow along with the organisation in the change process. Those directly involved become your ambassadors during the implementation. This requires a longer period of time and more effort from the organisation.

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Is HR outsourcing a good idea?

Whether Business Process Outsourcing (BPO) of Human Resources and/or Payroll is a good idea depends on the circumstances in your organisation. Do the reasons for choosing BPO apply to your organisation, or are they actually the right reasons to keep it “in-house”? Decide for yourself based on this article, ‘HR software, in-house, in-service or BPO?’.

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How do you make an HRMS Business Case?

Begin with an inventory of the current situation. How are the current processes structured, how much time do which personnel spend and what does that mean from a cost perspective? Next inventory the other recurring and average one-off costs, e.g. system licences, payroll processing and consultancy. Based on your desired vision for HR, calculate the increased efficiency of the processes and ask the vendors for price estimates for recurring and one-time costs. It is more difficult to quantify the benefits of expected quality improvement in tangible numbers, e.g. an expected decrease in the percentage of absenteeism because the process is consistently monitored. Finally, compare the current situation to the desired situation and determine the depreciation period for the implementation costs.

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How do we go about increasing efficiency?

You start by adhering to the following principles and consistently applying them:

  •         Attainment/enforcement of quality transactions at the source
  •         One-time recording of transactions
  •         Design processes based on the assumption that everyone can perform his task well
  •         Eliminate process steps that don’t add value
  •         Utilise existing data for support
  •         Standardise processes as much as possible
  •         Synchronise working conditions as much as possible
  •         Allow documents to be filled in using existing records
  •         Automate communication of documents as much as possible

Keep in mind, putting these principles into practice involves a culture change and therefore a change process that needs to be well managed.

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Why have an HR help desk?

The HR help desk facilitates working more efficiently, employee self-reliance, the professionalisation of services and the use of an HRM system. These developments mean that the number of HR employees decreases and the “pampering” of employees becomes a thing of the past.

The goal of the HR help desk is to provide one face, one point of entry to HR, making it clear which HR-related questions come up in the organisation and how much time HR spends on them. By addressing the causes of these gaps in HR documentation or information they can be quickly resolved by, for example, adjusting instructions or organising training. Finally, with a help desk system HR can easily report on services provided.

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Does Vroom recommend an integrated HR system?

We need more information in order to answer this question. The best HR system for you is the one that best fits your requirements and objectives. One integrated system can be beneficial if you make good use of the integration and you have limited objectives within the various HR functions. An integrated system can save you the cost and difficulty of interfaces as you don’t have to make any unnecessarily complex processes to keep the data up to date and identical across the various systems.

If your organisation does have specific or extensive requirements and objectives such as recruitment, e-learning or scheduling then it’s probably only possible with customised software.

Keep in mind also that integration increases the complexity, as all the functionalities have to be compatible. If you only make limited use of the integration you’ve invested more than necessary.

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What is the best HR system?

To answer this question we need more information. The best HR system for your organisation is of course the one that best fits with your requirements, objectives and culture. That is not always the system with the most functionality or the most modern technology. That’s why you should always first articulate your ambition for HR and have it endorsed by the organisation. With a clear HR ambition you can determine which systems should be considered. After that you need to define the requirements and goals per HR function. Then you can answer the question which HR system seems to be the best for your organisation. Finally, to confirm your choice test the system you’re considering with a proof of concept which tests complexity in addition to functionality.

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Why map out processes before a system implementation?

Process mapping indicates how you want to use the HR system. It answers questions like: what information should be provided and by whom? How is the supplied data verified, which alerts and process triggers come out of the system and which documents are generated? When processes aren’t clear, it can lead to confusion during the implementation. The risk is that the scope of your project shifts and, in hindsight you realise the system should have been designed differently.

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What is the purpose of an HR portal?

The HR portal is the face of the HR department; the first stop for HR-related questions and information and essential to the implementation of an HRM system. An optimal HR portal provides reports and alerts, performance indicators and target values, a digital personnel file, personnel information, access to the HR help desk and the ability to launch workflows. In addition it includes forms, instructions, templates, standard documents, FAQs, helpful information and HR news. Ideally the HR portal is a part of the corporate portal and independent of the HR system, which is of course also connected to the portal.

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One comprehensive HR/Payroll system or local solutions?

In this age of globalisation, more and more companies are working internationally. As management wants to have concise and up to date performance metrics, plus an efficient (enterprise-wide) procedure, many companies prefer to work with just one HR and Payroll system. But if this seems like the ideal solution, why then have so few organisations implemented it? Learn more about international HR and Payroll solutions.

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Do I have to implement an HRM system to work more efficiently?

The answer is no. Often the majority of the savings is generated by optimising existing procedures, e.g. by eliminating unnecessary steps, preventing duplicate entries by mail merge, changing the sequence of steps and operating from the assumption that employees are able to perform their tasks well. However to truly achieve optimal efficiency, implementing an HRM system is necessary.

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Why is implementing an HRM system considered change management?

HRM is a different way of working, a culture change that has to match with your organisation’s culture. HRM goes further than the implementation of an HR system for professionals, or working with digital forms; that is just the first step. HRM is often accompanied by integrated management, the creation of a single shared service centre, an HR helpdesk, an HR portal, standardisation of processes, quality improvement of transactions at the source and a culture of responsibility.

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Why invest in an HRM system?

HRM provides efficiency via one-time data entry with validation at the source, responsibility and self-reliance via an online HR portal or HR apps. HRM also fits well with society’s increased internet use and self-reliance, including internet banking, online travel reservations, the growth of webshops and increasing use of social media.

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How do we handle manager resistance to the self-service concept?

It helps to ensure managers have a clear understanding of the process, the method and the support they will receive, as well as the advantages it will have for them. Advantages include: the duration of the process typically becomes shorter, less work due to data verification at the source, more efficiently designed processes and online management information. It’s also helpful to have other enthusiastic managers well-familiar with the concept to promote the advantages of self service within the organisation.