The size of your organization and your payroll, HRIS and recruiting needs will drive the design and length of your RFP, so a sample template may not be much assistance. Armed with a solid understanding of your company’s current issues and future objectives, you can start mapping out your organization’s approach to a new payroll, HRIS and recruiting vendor solicitation, beginning with your internal RFP action plan.
Hi Marlene, I’m afraid I haven’t kept copies of prior RFP’s but I’m sure you could find some good information online. Take a look at sites such as https://www.comparehris.com/. You can probably find some examples that'll walk you through what you need to consider. I would offer you some thoughts.
Make sure you have an understanding internally (and all the teams agree) on:
1. Why are you looking to make a change – this could help you prioritize what you are looking for in a new vendor, for example.
2. What are your current challenges with managing your employee data and payroll processing? Where does it hurt the most and least?
3. What are your goals, budget and timing for this project? Who is your team internally and will you enhance that with external resources?
Then, I’d start with what services you need – are you looking to outsource processing altogether or will you process in-house and simply need the software?
Once you have an idea of what you would like to own in-house vs. outsource, then think about what functions you need in the system. For example, do you want to use it for I-9 verification, time tracking, Employee Self Service, Manager Self Service, Benefits management, ACA reporting, etc.? You may find it helpful to brainstorm with a walk-through of the employee life cycle and the various points along the way where data is impacted, the various events that take place from onboarding to annual benefits enrollment to COBRA processing, as well as where Reporting occurs.
Do you need it to interface electronically with other systems? How automated do you want it to be? For example, is it OK for a human to pull a file from this system and manually load it to another or do you want to be hands-off?
You may find it helpful to review your current processing for how complex it is. In Payroll, for example, how many earnings and deduction codes do you track, do you have hourly and salary employees, how many states are you in do you process local taxes, do you have multiple payroll cycles, etc.
Once you have a good understanding of your current situation including complexity and volume, you know what you plan to achieve with the project and an idea of what functions you need, I’d suggest prioritizing. I like a fairly general method, valuing from absolutely required/deal breaker to nice-to-have. All of that should lead you into RFP pretty well-prepared.
Wishing you the best - this can be a really exciting and rewarding project!