RFP Process for HR
It’s Friday morning, the end of the work week. Imagine yourself sitting at your computer analyzing employee data. The software keeps crashing and it just doesn’t have the capability you need any longer. You have a big problem. What’s the solution? An RFP (Request for Proposal).
HR departments conduct RFPs regularly across a broad spectrum of HR functions such as benefits, compensation and recruitment with vendors who supply goods and services to support everyday business needs. This course will guide you through the often overwhelming yet rewarding process of implementing an RFP. It’ll show you how to conduct one from start to finish.
As an HR practitioner, you will eventually be involved or possibly manage an RFP process. The overall learning objective is to not only help you understand the process but also enable you to successfully lead it!
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This activity, has been approved for 1.25 HR (General) recertification credit hours toward aPHR™, PHR®, PHRca®, SPHR®, GPHR®, PHRi™ and SPHRi™ recertification through HR Certification Institute® (HRCI®). For more information about certification or recertification, please visit the HR Certification Institute website at www.hrci.org.
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Title: Select an Evaluation Team
Module: Evaluating Proposals
Selecting an evaluation team may sound the same as selecting your RFP team, but it is not.
You may have individuals that are listed in your RACI who are involved in different aspects of support or may just need to be informed as the process moves along. Your selection team will take part directly in reviewing all proposals and attending all vendor pitch meetings.
Each RFP will have unique needs for evaluation, however, at the very least, you should make sure you have individuals that collectively understand all the different dynamics of the proposal. Typically, an HR department RFP will have a combination of HR team members along with management from technical areas that may need to support the product or service.
For software purchases, your technology group should be present. For Payroll, your finance department should be present. Bottomline, if a product or service is related to a specific department in your organization, you should select a key team member from that department to join your RFP team.
An example of individuals selected for a payroll system purchase might include:
The head of HR
Controller or Finance executive
A senior programming executive from technology department and a
At first glance, you might question why the benefits manager should be included. However, the payroll system has direct feeds to different benefit providers such as medical, dental, 401k and other insurance carriers. A benefits manager would actually be important in evaluating providers.
Here is another example, an RFP for conducting harassment training for all of your managers. The selection team would include,
The head of HR
The head of training and development
Legal council and,
The COO or General Manager of your business
In this scenario, it is important to have a legal perspective and a senior member of management involved. However, there’s no need to include a programmer from your tech department or an executive from the Finance team.
In each of these scenarios, there should be a discussion or meeting to level set and distribute the evaluations before completion.
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Mark S. Fogel, SHRM-SCP, SPHR, GPHR, is an educator working as a Senior Adjunct Professor of distinction at Adelphi University’s Business School. Mark leads HR classes for MBA and Undergrad students in Staffing, Selection, Compensation and Global disciplines. He has also presented over two dozen times at SHRM national, regional, and local conferences on a...