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: Who is Involved in the RFP Process
Module: Understanding an RFP
RFPs are conducted differently at every organization, however with that said there are some traditional stakeholders that almost always participate in the process. Remember your stakeholders are those people who have a vested interest in your HR initiatives. Your project objectives and successful outcomes will be influenced by the needs of these stakeholders.
For HR functions, your senior leadership or you, if you’re a stand-alone HR practitioner, will be involved in leading the RFP process. Other stakeholders often involved may include, but not be limited to, your purchasing department, finance, and I.T. Occasionally, a member or members of the C-suite may be involved as well depending on the size and nature of the RFP.
I participated in a few HRIS software RFPs over the years. Although my team was the primary owner of the project and primary user, the Technology department was a critical part of the process. Many questions needed to be answered satisfactorily to consider whether we could use any specific product. A few critical questions included:
Number 1, Is the software compatible with other systems?
Number 2, Can changes be made to the software internally or do you need to have the software company change it?
Number 3, Who owns the data and where is it stored? In the cloud or on your own servers?
Just a reminder, for every RFP done, there needs to be a clear understanding of internal users. For HR, most teams will need to include your I.T. team and Finance.
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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...