RFP: What Is It and How to Conduct One Remotely
Administrative overload? Late or inaccurate pay checks? High hidden costs?
If any of these sounds familiar, it may be time to update your Payroll or HCM system. An RFP can help you find a system to streamline your unique payroll process and/or your process standardization. It’s an effective way to gather information, assess organization needs, understand the capabilities of a ready-to-market application partner, and compare/contrast current marketing place offerings.
What is an RFP?
A request for proposal (RFP) is a business document that announces and provides details about a project, as well as solicits bids from contractors who will help complete the project (create graphic to the top right to distinguish what it is and how it differs from RFI and RFQ).
Why Conduct an RFP?
In payroll, an RFP can help you find a system to streamline your unique payroll process.
What does an RFP entail?
RFP’s differ depending on the project goal. Nonetheless, they are built on the same core processes:
- Problem
- Specific details about the current technology
- Application process
- Evaluation criteria
- Deadlines
- Specific questions aka questionnaire: Always ensure that the RFP questionnaire is broken up into sections based on a segment of the business and modules of the wants, wishes, and long-term vision of the organization.
- Financials
- Cross-functional team view
- Provide details but don’t prescribe the solution
RFP Process
We recognize that selecting a Payroll or HCM vendor isn’t easy. It takes time, research, and alignment. That’s why we recommend conducting an RFP to assist the process. These 12-steps (yes, 12-steps) outline an effective way to select a payroll or HCM vendor while documenting progress along the way.
Have questions? Contact a team member to discuss all things Payroll, HCM, and RFP today!
Conducting a Remote RFP during a Pandemic
Given the unforeseen circumstances of COVID-19, we’ve had to adapt to remote working. This includes conducting a remote RFP.
Remote work conditions allow for a broader cross-functional approach to engaging with more users to gain more insights. Keep the following things in mind to conduct an engaging remote session:
- Open meetings with a moment of lightheartedness
- Engage in a small ice-breaker activity to encourage group introductions
- Keep demonstrations direct and straightforward
- Break down demonstrations into themes
The end-users participating in an RFP will be the biggest supporters of the program. Be sure to listen to them! In addition to end-users, be sure to include the following members to an RFP audience:
- Business Partners
- Decision Makers
- Project Management Team
- Process Influencers
- Functional Users
Once you’ve engaged and conducted a remote RFP it is important to do a deep dive during the reference phase. This includes:
- Focus on post-implementation support
- Outline the expected relationship with the vendor partner(s) and incorporate this information into the contract
- Ask for a seat at the customer advisory board
- Ability to influence the roadmap of the application
- Understand the roadmap of the application and buy with a mini of 10 years