This is not for a lack of trying to document the requirements up front, but simply that getting into the details is not an easy process. Consider all the opinions, needs and wants of the various team members (e.g. executives, department leaders, the various HR team members, etc.) and each of these having different priorities. It is my opinion that you simply cannot define all your requirements and processes in an RFP upfront—they will change as you learn about each vendor’s product and implementation methodology. With so many human capital management solutions offering similar features, today’s HCM RFP templates have to evaluate more than just functionality to be effective. They must also assess if a vendor is a cultural fit for the organization and how well it can support individual business goals. ADP’s HCM RFP template addresses these topics and more to help HR leaders make the most informed decision possible. Over 200 articles and HRIS Industry White Papers – The CompareHRIS.com hr and payroll software article library contains over 200 helpful articles.
The introduction should briefly detail what goals your company hopes to achieve by implementing a HRIS. Important details from the body of the RFP can be touched on here, such as when you hope to begin the project and what date you need the vendor to respond by. Before you even start your RFP, write down the details of your project and exactly what your company needs out of it. Defining this ahead of time will help make the RFP writing process a lot easier. Decide when the project needs to be completed and if you have a budget.
They may have options for meeting the requirements that you weren’t aware of. The introduction should be a basic summation that makes the case for why the business needs a HRIS at the present time.
- Be specific about your goal today, whether it’s a narrow scope or a shared enterprise objective.
- It is helpful to set a timeframe, even if it’s not dictated by other organizational priorities or needs.
- Your timeframe will dictate how many RFPs you are able to review and can help you prequalify vendors with basic research into their average implementation times.
- Having a deadline in mind, changeable or not, will provide motivation and help keep the project on track.
- If you’re looking to implement a solution in the near future, you would benefit from narrowing the field to as few as two vendors before soliciting RFPs.
When information is clearly laid out in an RFP template, vendors are more likely to understand if they’re capable of supporting all of the requirements, thereby improving participation and the quality of the responses. You need to conduct lengthy research, as well as give vendors time to respond to your RFP. For those still in the running, it’s time to go deep. Seeing “yes” responses to your requirements is nice, but that doesn’t convey enough to let you pick a solution with confidence.
Articles cover a wide variety of topics related to HR software including selection advice, implementation tips, and industry trend analysis. Recently added are articles about Performance Management and Recruiting software. With assistance from vendors, outside contributors and our own staff, the database continues to grow. The answers to these three questions and their implications will guide you as you begin designing your RFP. Now you know what you’re looking for, what you expect from the transformation, and how to plan the process. These decisions will guide not only your RFP process but also the content of your RFP. Every question should be in support of your goal and seek to address the issues causing you to search for a new solution in the first place.
During the implementation process, do your consultants assist with process improvement and/or best practices? It takes a significant amount of effort to create, distribute, collect, evaluate and score an RFP. Many modern, cloud-based HRIS software systems are very configurable. Meaning, you can ‘configure’ the systems to make it do what you want or need it to do.
If a provider can’t meet your timeframe, they don’t qualify for the RFP process. Keeping these answers as your guide will put you in a good position to find the global payroll solution that works for your team and your organization. Understanding your timeframe is key to engaging in a successful RFP process. Is this something you’re looking to enact in the next year?
Hr Information System Rfp Template
The bottom line is the devil is always in the details. You may know what you’re looking for, but only the vendors know how they can provide it. When you write an RFP, it’s important to be as descriptive and detailed as possible with what you’re looking for. However, there may be more than one way to provide you with what you need. Instead, let the vendors offer their best solutions to you.
HR systems today simply have a high degree of flexibility. The real question, however, is not if they can or cannot meet a functional requirement, but what level of effort is required to fulfill that functional capability. Don’t be surprised to see your entire requirements matrix answered with a “Yes, Meets Requirement”.
Are you future-planning for improving global payroll after a pending HRIS implementation? Besides influencing implementation decisions and requirements, your timeframe will determine several key steps in your RFP and selection process. A provider with automated data validation protocols could be helpful if accuracy is a problem.
Note The Timeline
You know you need to implement an HRIS but aren’t sure which vendors would best serve your needs. A wide funnel lets you compare each company’s offerings and provides a high-level view of the HRIS software landscape. This gives you a view of vendor-specific nuances and industry best practices. While it may seem a significant amount of work, putting together a well-researched, comprehensive RFP, detailing all your HRMS requirements, will save you time later in the selection and implementation process. Clear detail at this stage prevents misunderstandings later on and – worst case scenario – purchasing the wrong system for your business. You know your requirements, you have provided that information to vendors in a clear format, and you’ve told them the required format for responses.
Using a consultative approach, Tim’s experience and true understanding of vendor capabilities allow him to justify to executives why they should invest in HR Technology and ensure a clear return on investment. Unfortunately, requirements will not be ‘fully’ defined at this early stage of acquiring any HR software.
How To Write An Rfp
What is your process for effectively managing the implementation process? What is the ratio of implementation and training to software license fee? Who is the primary point of contact during implementation? Describe your approach to identifying, managing, mitigating, and tracking of project risks.
Be specific about your goal today, whether it’s a narrow scope or a shared enterprise objective. Are you looking for one solution to cover all your locations? Do you want to integrate payroll with a specific existing system or function? Identifying a single, primary goal for your current or imminent circumstances will dictate what questions to ask, how many vendors to involve, and what functionality is a minimum requirement of contenders. A clear goal will also guide implementation decisions and change management activities, and set the marker for success of your transformation project. He is specifically focused on mid-market organizations and has a broad understanding of their critical human capital management requirements to ensure the successful evaluation, selection and transition to the right solution.
What Not To Do With An Rfp
If you’ve had issues with poor visibility in the past, look for a solution that provides clean, easy-to-read dashboards that you can configure to show the information you need quickly and easily. If your existing solution doesn’t cover all the countries you operate in, consider a unified solution that does. A single global solution can help improve the management and performance of your entire payroll function by standardizing processes and results, and delivering a comprehensive view of payroll across regions.
It is helpful to set a timeframe, even if it’s not dictated by other organizational priorities or needs. Having a deadline in mind, changeable or not, will provide motivation and help keep the project on track. Your timeframe will dictate how many RFPs you are able to review and can help you prequalify vendors with basic research into their average implementation times.
If you’re looking to implement a solution in the near future, you would benefit from narrowing the field to as few as two vendors before soliciting RFPs. Your timeframe will also help set deadlines for review and expectations for the process, as well as determine the resources needed in terms of involvement from other departments.
If you’re looking for a new payroll solution, chances are you can identify at least a few persistent problems with your existing one. Your current issues tell you what you need to look for in a new provider or system, and also what you need to avoid. Perhaps data collection or transfer is an issue for your organization, whether because of divergent processes upstream of the payroll function or increased compliance goals. In that case, you’ll want to look for a payroll system that integrates with your existing HR or ERP solutions. Find out what you need to know about HRIS modules and capabilities before buying your next HR software system. Use this guide to create a proper request for proposal–containing your key requirements–that can be sent to matching HRIS vendors for responses. This HR Template can help you save time, control costs, and communicate clearly with vendors at nearly every stage of your Human Resources Management System software selection projects.