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!
HR Jetpack is recognized by SHRM to offer Professional Development Credits (PDCs) for SHRM-CP or SHRM-SCP. This program is valid for 1.25 PDCs for the SHRM-CP or SHRM-SCP. For more information about certification or recertification, please visit shrmcertification.org.
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: Setting the Scope & Requirments
Module: Identify the Purpose for Conducting the Specific RFP
Before an RFP moves forward, it is imperative the team sets its requirements and how it will be conducted. Requirements should include the following:
Number 1, A purpose statement of why the goods or services are necessary to be purchased.
Number 2, What organizational information may be used or viewed.
Number 3, Who will have access or be involved with the actual product or service inside your organization.
For example, if you're going to do an RFP for external training partners. A clear statement of the work to be provided must be developed along with defining the role and responsibilities of the service providers. An important question to ask is, are they going to write content or deliver your preset content?
Here’s another example. If you are doing strictly a medical, dental and eye care renewal, then stay focused on the three deliverables and avoid getting into tertiary benefits like life insurance or long-term disability at the same time. Sometimes all of your HR related benefits will be bundled together, but if your happy and the rates are fine, you need to separate what is and what is not part of the RFP.
Remember, requirements for the RFP may also be influenced by factors external to the organization. We live in an ever-changing world, where technology changes can impact your needs in the future. If you are doing an RFP for a service, it is imperative that you update what your needs will be. Sometimes legislative changes or technological advances will actually force the changes.
For example, the PPACA, or Affordable Care Act, has dictated certain requirements over a period of a few years for all businesses purchasing benefit programs. As such if you’re doing an RFP for Benefits you should discuss and include service changes needed to comply with this legislation.
Sometimes you may be initiating new or additional programming that will replace existing programs. This should be brainstormed, and potential options vetted before an RFP is initiated.
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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...