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Roles & Responsibilities

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Lesson:

Roles & Responsibilities

Course: RFP Process for HR
Module: Roles & Responsibilities
Lesson Type: Video
Lesson Duration: 2:47

Lesson Content

At the beginning of an RFP process, it is important to set clear roles for who will be directly involved, who needs to approve, and, of course, who needs to be communicated to throughout the process. Each RFP and each organization will have a unique cast of individuals.

As you assemble your list of participants, you should also ask, how will this person contribute to the process? And what responsibilities should they be assigned to during the process?

For example, in a new payroll provider process you may want to assign an individual to the technical or IT portion of the proposal, an individual to look at service, a third person to coordinate all correspondence, and the remainder of the team members to evaluate the actual programs and cost. Remember, you are not in this alone!

Your organization may require communication at each and every step to key stakeholders or it may be fluid with less formal meetings and communication. I’ll talk more about this in a follow up lesson.

Sometimes it is helpful to use a rubric to insure all the right questions are asked during the process. Essentially, a rubric is a template or tool that can be used to manage a project.

Assign each team member the task of coming up with essential items for evaluation. List these items in a word or excel document. You may want your team members to be able to use this throughout the process.

Let’s look at roles and tasks within a rubric. Of course, each of yours will look different and will more than likely be much longer.

Examples of tasks and activities may include some of the following:

Administrative tasks such as, coordinating, scheduling and sending and receiving information.

Attending actual vendor meetings or conferences and video calls.

Making decisions to choose the RFP winner.

And assigning other responsibilities for specifics throughout the process.

The goal here is to use this tool to facilitate a conversation about who is doing what.

Instructor:

Mark Fogel

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...

Mark's Full Bio

Module 1 0/4

Understanding an RFP

Introduction

What is an RFP & Common RFPs for HR

Who is Involved in the RFP Process

Preparing for an RFP

Module 2 0/3

Identify the Purpose for Conducting the Specific RFP

Understanding Contract Lengths & Renewal Terms

Setting the Scope & Requirments

Achieving Consensus on the RFP Parameters

Module 3 0/2

Roles & Responsibilities

RACI

Module 4 0/4

Conducting a Needs Analysis

What is Important & What's Not Important?

Marketplace Trends & Considerations

Impact on the Organization

Key Measurements & Metrics

Module 5 0/3

Establish an RFP schedule

Begin at the End

Participant & Business Scheduling Considerations

Service Provider Transition Timing

Module 6 0/4

Assemble & Assess Vendors

Purchasing Department Requirements

Who & How many Vendors to Invite

Providing Information to the Vendors

Reference Checks

Module 7 0/5

Evaluating Proposals

Establish Quality & Criticality Factors

Develop a Rubric to Capture Key Capabilities

Select an Evaluation Team

Make a Selection

Complete the Process

Module 8 0/4

Post RFP Actions

Notify Winner & all Participants

Transitioning, Contracts & Miscellaneous

Conclusion

Quiz

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