RFP for HRIS System Request for Proposal (RFP) Template

Company: A Fortune 500 company, Riordan Manufacturing is an industry leader in plastic molding. Riordan is a multinational company with corporate headquarters in San Jose, California, a manufacturing plant in China, and three factories in the U.S., each with a product or production specialty. The plant in Albany, Georgia, manufactures plastic bottles for sale to beverage companies. In Detroit, Michigan, custom plastic products such as heart valves and stints are manufactured. The research and development functions are carried out in San Jose.

Business goals: Efficacious administration of human resource matters and successful recruitment of a creative and innovative workforce is a corporate goal of Riordan Manufacturing. The company believes that highly skilled knowledge workers are necessary for Riordan to maintain a competitive edge and that development of human capital requires an efficient Human Resource Information System (HRIS). The current computer system used by the human resources department is fragmented, inefficient, and lacks sufficient capacity. Riordan plans to reassign some administrative human resources staff following the transition to the new HRIS platform, as human resource administrative assistants will no longer be needed in each of the factories. Riordan also intends to utilize the new HRIS to ensure that quality employees are retained and promoted, as appropriate.

1. Project goals: The new HRIS must centralize all human resource information and standardize the collection and retrieval of employee information. A central goal of the HRIS overall is the reduction of staff time to complete HR tasks. Building a centralized data system for all aspects of the Human Resources Department's responsibilities and duties will reduce the number of paper-based tasks that must be carried out manually. Databases from different company locations must be integrated into the new system. In order to better utilize current employee information for professional development and promotions, this information must be integrated into the new HRIS in a manner that is compatible and seamless with the information from newly hired personnel.

1. Scope of project: The HRIS system will include databases related to the following functions: Hiring documentation, including resumes and records of interviews, Family Medical Leave of Absence (FMLA) documentation, job analyses, salary surveys, payroll & benefits,, performance evaluations, and individual compensation decisions. The new HRIS system will need to accommodate four existing modules: (1) The Payroll module, (2) the time and management module, (3) the benefits module, and (4) the human resources module.

1. Time constraints: The HRIS will be implemented using the System Development Life Cycle plan. Project implementation will take place over two phases. The IT research team will conduct a needs assessment and collect input from stakeholders through interviews and questionnaires about needed changes to the current HR computer system. The first implementation phase will be a direct implementation that converts the benefits and administration module and the human resources module from a paper-based manual system to the HRIS digital system. The second stage of implementation is HRIS system installation. Once the modules have been digitized, they will be brought online and tested by the human resource users. This implementation phase will include training of staff to use the new systems System training will be given to managers in each factory and the human resource personnel. The company intranet will link to the HRIS so that production employees can apply internally for open positions within the company, and access their pay and benefit information. Training will be give to production employees during this implementation phase. The third phase of implementation includes ongoing processes like technical support and employee satisfaction surveys.

Feedback from HR employees will serve as a quality report and will also include ideas for process improvement of the HRIS system.

1. Budget constraints: The implementation stages must be supported as outlined.

Requirements

Note: Information in the "Requirements" section of the RFP is taken directly from the RFP made available by CompareHRIS and was used with permission. The complete document can be retrieved at http://www.comparehris.com/HRIS-RFP/

1. Technical:

a. Standards. Explain the kinds of historical information your system maintains. What accumulators are standard? Please give examples. For archived results, what is the retrieval time? How is system performance affected by the growth of the historical records? Define the historical information your system maintains and how long it is available to your customers? Describe how existing history is extracted and imported to your system at conversion. Are there fees associated with converting history?

b. Existing system. Provide a brief overview of your reporting tools and how they are integrated with your HR and payroll system. Does your system have point-in-time capabilities?...

Hardware / Operating systems. Provide a brief overview of your products with a summary of functionality. Indicate if he product was produced by your company or purchased. What is the core product of your business? What separates your product from the competition? Describe your workflow services. Define your system architecture, as well as hardware, and other software requirements. Describe how your organization provides periodic system performance evaluation for all installed applications. Describe how your system's ability to have customers configure the system vs. having you customize the system to meet their needs. How does your organization provide periodic system performance evaluations for all installed applications.
d. Networking. Is this application integrated with the main HRIS application?

e. Application software. How often do you release new versions of your software? When was this product developed? Was this application developed in-house or purchased? Do you have any regional or national user groups? Can we get change information prior to release? Can we decline to upgrade to new releases? What is the test process for new versions? How do you determine and prioritize changes in your system? What is the migration process in upgrading to new versions?

f. Communications. Describe your ability to create workforce alerts, such as email reminders, reports, and the like. Describe any limitations of creating online web reports, such as formatting, tables, or fields.

g. Security. Describe the proposed system's application level security. Does your application use a secure connection if hosted? If so, please explain the security model used. Does the proposed application support single sign on? Is your security based on roles or based on users? How are the users and security roles administered? What is the application authentication process? What methods are used to authorize users? Can users have more than one security profile? Does your application allow for global security policies such as time outs, reset after several invalid attempts? How is the validation for forgotten passwords processed when an employee locks out or has forgotten log-on information? What is your approach to identifying, managing, mitigating, and tracking of project risks? Provide a sample risk mitigation plan.

h. Scalability. Describe the delivered tools and methods required to customize your application. Can we perform these customizations or do you the vendor need to modify the system? Can we customize the fields in your application? How are customizations preserved during product updates? What is the effect of future upgrades on our customizations?

i. Availability. What is your process for effectively managing the implementation process? What is the ratio of implementation and training to software license fee? How long is a typical product implementation? Describe the typical implementation project team. Who is the primary point of contact during implementation? Describe your approach to identifying, managing, mitigating, and tracking of project risks. Provide a sample risk mitigation plan. During the implementation process, do your consultants assist with process improvement and/or best practices? Provide examples.

j. Reliability. Describe how your organization provides specific periodic system performance evaluations for all installed applications.

k. Maintenance. Can your system have multiple system administrators? What limitations would a system administrator have in managing self-service in a hosted environment?

l. Disaster recovery. Please provide a description of your company's disaster recovery options.

m. Other

i. Training/Documentation. Provide an overview of your training programs and delivery methods. Describe how a non-technical user can obtain reports from your system without assistance. Is there a test database utilizing real data available for future new employee training? Where are your training facilities located? Is there a cost associated with training for customers during or after implementation? What ongoing customer training is available? What training materials do you provide? What is the ratio of implementation and training to software license fee?

ii. Installation issues. Provide an overview of your customer support and maintenance services. What is the cost of your annual maintenance plan? Do you use your Web site as a mechanism to provide support to your clients? How is the Internet part of your support strategy? How many support centers do you have and where are they located? How does your firm educate and train your service and support staff? What technologies do you take advantage of to run your support organization. Is there weekend or after-hour support? Is there an emergency contact number if needed? Is there a charge for this service? How long is a typical product implementation?

iii. Cost . Provide the cost of your system package including any additions. Please provide a price break down.

iv. Self-service. Explain the capabilities for a system administrator…