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 Software Selection > RFP Templates > Time & Attendance Software Selection                                                   Frequently Asked Questions  -   RFP Checklist

Select Time and Attendance Software Successfully

Time & Attendance (T&A) Software Selection Templates - 1,200+ Criteria - Updated Monthly - Pricing at Bottom

The most reliable way to identify user needs, determine software requirements, prepare an RFP, evaluate proposals, hold demonstrations, and select time and attendance software!

Choose T&A Software Accurately (avoid making the wrong decision)

Save Time - These templates for selecting time and attendance software are pre-loaded with more than 1,200 professionally researched and written selection criteria.  This eliminates the need to spend weeks of time identifying requirements from scratch. All criteria are in quantitative format designed specifically for choosing T&A software systems.

Save Effort - Easily understood, full sentence T & A requirements and online help eliminate time wasted answering vendor questions. Full vendor input validation eliminates wasted time spent to clarify, or even worse, manually review thousands of vendor replies. Allow your staff to focus on their core job responsibilities.

Save Money - The templates listed below will reduce time and effort required, resulting in better, more effective software selection decision making information at less cost. Eliminate or reduce overtime, eliminate expensive do-overs caused by overlooked requirements.

Each template provides powerful decision-making information, all based on your unique requirements, as needed during each step required to accurately choose time & attendance software best for your organization.  Quickly select the best time & attendance software system by using the quantitative T&A software requirements and software selection templates listed below  

All time and attendance system requirements are updated on a regular basis. Very easy to customize, these templates well over 1,200 requirements criteria about:

Time Period Support Time & Attendance Rules Attendance Tracking
Time Sheet Data Collection Approval Workflow Scheduling Functions
Web-enabled Time Entry Automated Approval Rules Full FMLA Support
Activity Assignment Overtime Calculation/Tracking Alerts & Messages
Time Sheet Approval Work Breakdown Structure 3rd Party Interfaces
Regulatory Standards Compliance Manager Authorized Capabilities Detailed Reporting Issues
Mobile Applications Time & Attendance Dashboards External System Interface
Document Management Worklow Business Continuity
SaaS/Cloud Security Cloud Configuration Cloud Administration
...And Many More

Tools for Selecting Time and Attendance (T&A) Software

This T&A RFP Toolkit Includes the following:

This video shows how these customizable, template-based tools help you at each step of the time and attendance software selection process to:
Save time and obtain better results.

Actual screens and questions from this RFP template are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, select, acquire, and implement the time and attendance management software (TAMS) solution best suited to your organization's needs.


This T&A system RFP template with comparison and evaluation toolkt include the following to Help Select T&A Software Successfully:


  In-Depth RFP Functionality - Obtain Meaningful Responses that are Easily Compared and Evaluated. This RFP Template INCLUDES the following capabilities:

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SAVE WEEKS, even MONTHS OF TIME by using over 1,200 feature criteria to quickly and accurately identify your exact needs, then simply delete the rest to easily create an unbiased time & Attendance RFP that best communicates your specific requirements to vendors!  Use this Excel-based, universally understood, and highly customizable template.  In addition, a detailed Feature to Cost Traceability function helps assure a smoother system inplementation and maximum ROI. View typical RFP Table of Contents.
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IDENTIFY FEATURE AVAILABILITY & DELIVERABILITY. Unlike other time & attendance software RFPs, Infotivity RFP Masters template automatically collect the information needed to identify BOTH the AVAILABILITY of software features, and their DELIVERABILITY, i.e., HOW those features will be delivered. Each time & Attendance RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable time and attendance management software system implementation schedules. View samples here.
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    Determine RISK and SUPPORTABILITY. time & attendance Software RFP Masters automatically evaluate vendor response data collected to quantitatively determine the SUPPORTABILITY INDEX of each proposed software system. This index ranks the potential support problems inherent in each proposal. Accurately compare the amount of ongoing support needed to keep each proposed time and attendance management software (TAMS) system up and running. Measure the true impact of each system on your business over the long term.  View sample here.
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ENHANCEMENT COST TRACKING - This RFP template feature provides a facility for cross-referencing the cost of specific custom programming and/or scripting tasks with vendor invoices. This enables the RFP to become a very useful implementation cost management/audit tool. Ideal for Earned Value Management (EVM).
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CUSTOMIZABLE WEIGHTED GRADE SCORING - (automatically calculate suitability to unique company needs!)

Highly flexible weighted grade score based on user-defined weights down to the detail row and response level is calculated for each RFP question criteria. This user-defined, customizable weighting allows vendor RFP responses to be evaluated based on your company's specific needs priorities. Calculate weighted scores by department, by workflow process, by application, or by activity to calculate a score that reflect the true value and impact of a proposed T&A software system.

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    WORKFLOW TOPICS ensure the proposed T&A software for management can be fully integrated and utilized to enhance business procedures at all levels of the enterprise. View Workflow samples here.
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    VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor time & Attendance software proposals. View example here.
For a more detailed description of a vendor RFP response validation Click Here!
    EASILY CUSTOMIZED to meet your unique time & attendance system needs, using basic Excel techniques.
    PROVEN MS EXCEL TECHNOLOGY. Everybody already knows Excel. Save time & effort across the board!
    No installation, no learning curve.

  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this time & Attendance software RFP. Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.
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    "APPLES-to-APPLES" ERP FEATURE COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed time & Attendance system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart matrix included with this RFP at no extra charge. View a typical comparison here.
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    "time & Attendance Response Evaluation Ratios (scores) indicate how a vendor is planning to provide the proposed solution, e.g. the pros and cons of a vendor proposal from a practical "is it doable?" perspective. See HOW a vendor is planning to address each of your requirements, and just how reliable it really is.. View a typical evaluation ratios here.
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RESPONSE QUALITY ANALYSIS RATIOS - SIDE-BY-SIDE COMPARISON - (Compare proposal feasibility side-by-side!)

Compare the "doability", i.e., the feasibility, of vendor proposals compared to each other in detail. See HOW each vendor is planning to provide the solution to your needs, and if that solution is really viable.

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    AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed time & attendance system matches up to your business priorities. This graph compares the overall total scores for each proposed T&A system. This Score is based on all time & attendance vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.
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    Feature Delivery Methods This graph compares HOW each time & attendance vendor is planning to deliver the proposed T&A system. The bars show how much of each competing system is going to be delivered Fully Supported "out-of-the-box", how much will be delivered using the Report Writer, a Configuration option or 3rd Party product, and how much is dependant on Custom Programming & Scripting. The scores used in this time & attendance comparison are based on responses to time & attendance system questions only, i.e., no vendor, pricing, or support responses are utilized. View sample 3-D Bar Chart comparison here.
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    Supportability Index A proposed T&A system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a time & attendance system can be implemented and maintained over it's expected life is controlled in large part by the amount of custom programming and scripting required to build & maintain the system. The Supportability Index is based on responses to time and attendance Software System Features only. This graph compares the potential support effort inherent in each proposed time and attendance management software (TAMS) system. View sample 3-D Bar Chart comparison here.
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    Overall Comparison This graph compares the total Weighted Score of each proposed time & Attendance system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed time & Attendance system and whether or not the T&A system can indeed be implemented by the proposing time & Attendance vendor successfully. View sample 3-D Bar Chart comparison here.
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    Vendor Profile Scores This graph compares a score measuring the background, expertise, capabilities, and other data collected in the Vendor Global Issues section of the time and attendance management RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing time & attendance vendor. View sample 3-D Bar Chart comparison here.


  The Supporting Documents below are INCLUDED with this time & attendance Software RFP:

COVER LETTER SAMPLES - Make the task easier with this time and attendance management RFP cover letter template collection. Choose from Letter samples designed for all events, such as "RFP Response Request", "Intent to Respond", "No Intent to Respond", "RFP Change Enclosed", "Proposal Rejection" "Finalist Selection", and " Best & Final Offer Request" to meet your unique time and attendance management system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on time and attendance management system acquisition and implementation projects for working sample "Click Here"
BPR / BPE / WORKFLOW Processing Checklists - Excel-based template for mapping the current "AS-IS" state of an existing time and attendance management business process down to the data element level, a time-saving organizer when developing the new "TO-BE" state, or when trying to determine what is required to implement a new process, or when preparing for data conversion.
The OPTIMIZED RFP GUIDE. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom time and attendance management RFP questions. Included or Sold Separately
The time and attendance management SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the time and attendance management RFP and Evaluation/Comparison matrices.


      (See bottom of this page for pricing information.)


      A Detailed & Comprehensive List of:

Time & Attendance System Features

      Thousand plus of pre-defined time and attendance RFP criteria ensure no important business requirements or software features "slip through the cracks".  All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functions required.

Time and attendance table of content


      Utilize an Extensive List of:

Time & Attendance Software Fit/GAP Analysis

Precisely identify, collect, & prioritize all time & attendance functional and process deficiencies between the software system currently in use and client/company current or projected needs. Easily document the severity, category, and requirements type of missing functionality using GAP analysis, and then calculates a score, for each GAP. The GAP process creates a prioritized, detailed list of T&A software requirements useful in all later phases of the time & attendance management software evaluation/selection process, i.e., in RFP creation, Software Demonstrations, Price (BAFO) negotiation, and software system implementation. View details at Fit/GAP Analysis Details.


      Identify BOTH Time & Attendance Software Features Availability and Deliverability

      Unlike other RFP templates that try (and fail) to gather useful solutions data about complex time & attendance system features, RFP Masters are not constrained to the use of summary-level "Yes" or "No" answers. This RFP Master uses a Feature Support Matrix (FSM) that identify BOTH feature AVAILABILITY and DELIVERY Method. This T&A RFP Master function is useful during both the time & attendance management software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable T&A software functionality and vendor invoicing.

Scheduling functions sample questions


      Determine the Risk & Supportability of Proposed

T&A Software Solutions

      Unlike other RFP templates, an time and management software RFP Master template can illustrate potential support problems (and risk) inherent in vendor software proposals. The Feature Support Matrix (FSM) used in each RFP Master categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, a feature delivered "out of the box" FULLY SUPPORTED is less risky than one delivered through custom programming, even if the programming is free. This RFP Master function is useful during both the software selection AND the implementation phases of a large T&A system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

RFP sample of questions taken from the time & attendance overall capabilities section


      Effectively Manage Implementation

Enhancement Cost Tracker

This T&A RFP template provides an "Enhancement Cost" column for cross-referencing vendor invoices with the estimated cost of each custom custom script and/or source code modification proposed by the vendor. This makes the time and attendance RFP an ideal tool for managing vendor invoices effectively. The uses of this are many: preventing payments to vendors from exceeding usable system progress, preventing vendor over-billing, and prevents proposed tasks from being omitted, and as an implementation audit tool.
 


      Workflow Topics Included.

      The ability of the proposed T&A software to successfully integrate with existing business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new T&A system. This software RFP Master examines all pertinent Workflow features in detail.

typical workflow criteria questions for time and attendance


      Vendor Response Input Validation.

      Vendors must answer each RFP question by choosing from a pre-defined list of possible responses. See below for an example of this drop-down list. This forces all vendors to respond to each time and attendance management software (TAMS) question in a consistent, standard manner. Eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! Ensures vendor proposals are easy to compare and evaluate!

compliance issues sample questions from the TAMS RFP Master template


      Color-Coded, "Apples-to-Apples" Comparison of Proposed Systems

Time and Attendance Software Comparison

      These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each response is to your needs! Compared to the tedious task of reviewing hundreds of mono-color Yes/No answers, these colored responses allow problem areas to be spotted more easily, and risk assessment is made much more accurate. All required response comparison matrices are included and ready-to-use! Quickly and easily compare time and attendance management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

sample of vendors answers side by side to compare in the matrix


      Evaluation Ratios

      Use an extensive set of ratio calculations to compare time & attendance vendor proposals quickly and efficiently.


      Weighted Grade Score Graph

      Compares the Weighted Grade Point Score calculated for each proposed T&A system. This is calculated as follows: The time & attendance vendor response to each RFP question is assigned an unweighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that time and attendance software RFP question to calculate the weighted score for each response. All of these individual scores are then totaled for use in this comparison. This score is essentially a measure of how well a time & attendance software system fits your business and software needs, prioritized by the weight (importance level) you assigned to each question in the RFP. In essence, this score measures the SUITABILITY of each proposed T&A software system to your overall requirements. . NOTE this score measures just software functionality, and does not include any measure of vendor background, expertise, support, or programming ability.


      Feature Delivery Method Comparison:

      An analysis of how each time & attendance vendor is proposing to deliver the system feature/function contained in their time & attendance proposal. The graph below shows the percentage that is Fully Supported "out-of-the-box", the percentage to be done via Report Writer, a Configuration Parameter, or Third-Party add-in, versus the percentage to be done via Custom Coding (Scripting / Programming). This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) time & Attendance feature presents far less risk than that same time & Attendance feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.


      T&A Supportability Index Graph:

      The Supportability Index is a forecast of how much time & attendance management software support and maintenance may be required to keep each proposed software system running at full potential over it's lifetime. This score is determined by how much custom coding is required to implement the proposed time & Attendance software, and which business processes depend on the customized software.


      Overall Comparison Graph:

      This graph compares both the Weighted Grade (Suitability) Score, Supportability Index, and the Vendor Capabilities Profile side-by-side for easy reference. It is important to see how much custom coding is in a proposed time & attendance system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that time & attendance system. Therefore, the more custom coding, the more expertise and capabilities a vendor should have.


      Vendor Profile Score Graph:

      The backgrounds, expertise, capabilities, and certifications of each vendor is obtained in the Vendor Global Issues section of the time & attendance RFP. The T&A vendor responses to this section are totaled separately from the software functionality topics, and this data is used to calculate the "Vendor Profile Score". The higher the score, the more CAPABILITIES a vendor is probably going to be.



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