HR System Selection RFP RFP for Selecting HR Software

Human Resource Management Software Selection

HR System RFP with Response Evaluation & Selection Toolkit

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Select HR System Reliably with this RFP

This customizable HR Software RFP Template contains over 3,716 pre-loaded criteria for selecting human resource management (HR) software system solutions, and utilizes automated response evaluation processes that save significant time compared to RFPs that require manual evaluation and scoring of each individual vendor HR response item.  

Do not use an HR System RFP that allows HR vendors to answer questions using any way they want to!

Vendors prefer to respond with answers designed to makes their proposed HRIS software look best, and this presents problems. For example, in response to a question about the availability of a specific HR function, one vendor might answer with "Yes", while another could answer with "4th quarter of next year", while still another could answer "Yes, requires scripting". It is impossible to automate the evaluation and scoring of so many different answers!

There is only one way these inconsistent answers can be scored, and that is for somebody to manually read each answer, evaluate it, then assign it a score. An HR system RFP could have thousands of questions. Imagine how long it would take to score just one RFP!

Infotivity RFP templates utilize quantitative HR questions and input validation to elicit vendor answwers in a consistent format ideal for automatic evaluation and scoring using your priorities!

This RFP for choosing an HR platform comes with a software selection toolkit to help select the best human resource management software platform based on HR system suitability, quality, supportability, and financial impact.

Be sure you use an HR system RFP that also comes with vendor response comparison and evaluation matrices!

Sending the RFP to HR system vendors is only half the battle.  Each HR vendor's response to the RFP must still be evaluated and scored, a very complex, time-consuming task if done manually. For example, if the RFP allowed vendors to enter their own answers, then many phone calls will be needed to clarify those answers. Once clarified, all vendor HR software proposals must be compared, then scored for suitability and financial impact. These comparison, scoring, and financial ratio calculation functions must be created by you if not provided with the RFP.

Due to above, some vendors offer online vendor HR response evaluation and comparison functions, usually at an additional cost.  This raises a big question - Why pay extra money just to compare and evaluate vendor responses to your HR system RFP?

Infotivity RFP templates come with an in-depth HR Software Selection Toolkit that enables you to quickly easily compare vendor HR system proposals in detail side-by-side, calculate Weighted Grade Scores for both Suitability to your specific needs and Supportability, and all relevant Financial Ratios such as Payback, ROI, IRR, and NPV!

End-to-End (E2E) HR Business Process evaluation & comparison filters now included!  End redundant activities. Reduce Cycle times. Eliminate workflow bottlenecks. Easily select HRM software based on the TRUE VALUE it delivers!    View Details...

NOTE: These HR requirements are updated monthly! Actual screens & questions from this RFP are below to show how they enables you to successfully evaluate and select human resource management (HR) software.  Base your HR software selection decision on the most current features and best practices (not last year's!).

This Human Resource System RFP Toolkit includes everything needed to identify requirements, prepare an RFP, compare & evaluate vendor proposals, and select the best HR platform, all shown below.  

This RFP & HR Selection Toolkit includes:

These powerful vendor response evaluation templates for HR systems ensures impartial and accurate analysis of all competing vendor HR software proposals at the weighted grade score, supportability, and financial levels, all to help you select the best HR software system for your needs.


Human Resource Management (HR) System Selection Criteria

SAVE WEEKS, even MONTHS OF TIME by using 3,716 pre-loaded, professionally written HR software RFP questions and criteria to communicate your HR software system requirements quickly and accurately.

Pre-defined human resource RFP criteria ensure that important HR software features are not overlooked. All are in a quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare.

NOTE: In order to help you identify your true HR system requirements, we have included the The HR Requirements Checklist with Fit-GAP Analysis Matrix in this RFP toolkit. This enables you to identify software, workflow, and compliance needs more precisely, and thereby tailor your RFP to those needs. It and can also provide information useful in prioritizing the fulfillment of those needs.



This RFP for Human Resource software is set up to identify BOTH the availability of a software function and HOW it will be delivered. The many ways software functions can be delivered, and the amount of RISK involved with each, makes this very important. Vendors must answer in one of the following ways:

      FS (Yes, Full Support out of the box)

      CO (Yes, using a Configuration Option)

      RT (Yes, using a Reporting Tool)

      3P (Yes, using Third Party product)

      PE (Yes, a Paid Enhancement)

      FE (Yes, a FREE Enhancement)

      NS (No - Not Support)

This allows the reliability and on-going support cost risk of competing HR systems to be compared. Use an extensive set of CUSTOMIZABLE Weighted Grade Scoring calculations to evaluate the suitability of vendor proposals to your specific prioritized needs quickly and efficiently.


Identify BOTH HR Software Features Availability and Delivery Mode

OBTAIN ALL SELECTION DECISION-MAKING DATA! Unlike others, this HRM system RFP template automatically collects the information needed to identify BOTH the AVAILABILITY of needed HR software features, and their DELIVERY MODE, i.e., HOW those features will be delivered, e.g. through scripting, or a report writer, or some other configuration option. This is very useful in determining the RISK inherent in a vendor proposal, and the Supportability of a proposed HR system.


Determine the Risk & Supportability of Proposed HR Software

SELECT HR SYSTEM COMPONENTS BASED ON ALL THE FACTS. This RFP template will automatically evaluate vendor response data in a quantitative manner to determine the SUPPORTABILITY INDEX of each proposed HR software system. This index ranks the potential support problems inherent in each proposed system. It also automatically calculates and compares the amount of ongoing support needed to keep each proposed HR software system up and running. This measures the true net impact of each HR system on your business over the long term.

Unlike others, this RFP for HR sofwaret can illustrate potential support problems (and risk) inherent in vendor HR software proposals. The Feature Support Matrix (FSM) used by this RFP categorizes the inherent risk posed for each criteria, and uses that information to calculate the SUPPORTABILITY INDEX for each vendor RFP response. For example, an HR 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 template function is useful during both the HR software selection AND the implementation phases of a large human resource system because it enables effective Earned Value Management (EVM) through detailed cross-referencing of usable HR software functionality and vendor invoices.


Workflow Topics Included.

These ensure the proposed human resource management software can be fully integrated and utilized to enhance business procedures at all levels of the enterprise.

The ability of the proposed HR software system to successfully integrate with existng business process workflows, or implement new workflows, is critical to a achieving the high productivity increases and ROI expected of the new HR system. This RFP Template Master examines all pertinent Workflow features in detail. Select an HR system platform based on all the facts!


Effectively Manage HR Implementation

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


Vendor Response Input Validation.

VENDOR RESPONSE VALIDATION saves time and effort, and reduces errors, when evaluating vendor HR software proposals.

Vendors must answer each HR 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 human resource management software question in a consistent, standard manner. This eliminates the days of time typically wasted trying to compare the inconsistent or incomplete vendor responses obtained by using traditional, non-quantitative RFP questions! This ensures vendor HR proposals are easy to compare and evaluate, which makes the HR software selection process much more accurate!


Included with this Human Resource software RFP are the following vendor response evaluation, comparison, & selection tools....


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

"APPLES-to-APPLES" COMPARISON of vendor RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed HR 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.

These comparison matrices automatically change vendor response cell background color to GREEN, YELLOW, or RED, to reflect how favorable each HR 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 human resource management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your HR selection & implementation project on-schedule and under-budget.


HR Proposal Quality Evaluation Ratios

HR System Response Evaluation Ratios (scores) help you save time.

Select HR software very accurately using this extensive set of financial ratio calculations to compare human resource vendor proposals quickly and efficiently.


HR Software Proposal Evaluation Ratios - Side-by-Side Comparison

This HR software evaluation scorecard uses an extensive set of ratio calculations to compare and select vendor HR proposals quickly and efficiently.


Human Resource Software Cost Savings Analysis:

HRM SYSTEM COST ANALYSIS - Calculates and illustrates Yearly Savings, Payback Period, Return on Investment (ROI), Internal Rate of Return (IRR), and other software project decision making ratios.


Many Charts are included in the tools for evaluating the vendor responces to the Human Resource (HR) software RFP are the following vendor response evaluation, comparison, & selection tools....


Weighted Grade Score Comparison

AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed HR software system fits your business needs and goals, prioritized by the custom weights (importance levels) you previously assigned. This automated graph compares the weighted score for a proposed HR system against others immediately - there is no need to manually evaluate and score vendor HR responses as you have to do with other RFPs. Select HR software faster and more accurately!


HR Software Feature Delivery Method Comparison:

Feature Delivery Methods This graph compares HOW each vendor is planning to deliver the proposed Human Resource 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 table option, or through an embedded 3rd Party product, and how much is dependant on Custom Programming/Scripting.

This information is very useful in terms of identifying RISK, since a Fully Supported (and tested) HR system feature presents far less risk than that same HR feature delivered in some other way, such as a custom scripting or programming task or a report writer.


Supportability Index Comparison:

Supportability Index A proposed Human Resource (HR) software system could look very good on paper, but once implementation begins the reality could be very different. The ease with which an HR 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 HR Software System Features, and compares the potential support potentially required by each proposed HR system.

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


Overall HR System Comparison:

Overall Comparison This graph compares the total Weighted Score of each proposed HR system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed HR system and whether or not the system can indeed be implemented by the proposing vendor successfully. The more custom code, the higher the risk posed by that system. Therefore, the more custom coding, the more HR expertise and capabilities a vendor should have.


HR Vendor Profile Score Comparison:

Vendor Profile Scores This graph compares a score measuring the background, HR expertise, capabilities, and other data collected in the Vendor Global Issues section of the RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing vendor.

The backgrounds, expertise, capabilities, and certifications of each HR software vendor is obtained in the Vendor Global Issues section of the RFP. The 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.


This Human Resource RFP Toolkit includes a full set of Auxillary Checklists and Full Documentation INCLUDED:


BPE / BPR / WORKFLOW Checklists - Ideal templates for mapping the current "AS-IS" state of an existing HR process down to the data element level, a time-saving organizer when developing the new "TO-BE" HR system state, or determining what is required to implement a new HR process, or preparing for data conversion.

Full Version of risk assessment matrix checklist focused on HR software acquisition and implementation projects for working sample "Click Here". Be sure your HR selection project is running on all cylinders!

COVER LETTER SAMPLES - Make the task easier with this HR software 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 HR needs.

the Optimized HR RFP Guide. Designed to be viewed in a browser off-line, this document outlines the best procedures for creating custom, quantitative RFP questions. Correctly formatted RFP questions are key to successful HR software selection. Included, also Sold Separately

The HR System Cutover Checklist Helps Streamlines Implementation! Included, also Sold Separately

MS Word document describing the organization and usage of the HR System Response Evaluation & Comparison matrices.

MS Word document describing the organization and usage of the HR Software RFP template.




This includes the HR Requirements Checklist with Fit-GAP Analysis, Request for Proposal (RFP) Template, and all Vendor Response (Proposal) Weighted Grade Scoring, Supportability, Comparison Matrix, and Financial Ratio calculation tools. Everything needed to plan your new system, identify your true requirements, prepare a meaningful RFP, and select the best HR software based on your requirements. This bundle includes ALL the Tools summarized below:

  • No Limit on Vendors, Staff Users, and Projects - 30 Day Guarantee
  • 3,716+ Human Resource System Selection Criteria
  • All User Needs & System Planning Templates
  • the HR Requirements Checklist with Fit/GAP Analysis Template
  • Request for Proposal (RFP) Toolkit for Human Resource Software
    • HR Request for Proposal (RFP) Template
    • Vendor Input Validation
    • HR Feature Availability & Delivery Evaluation
    • Vendor RFP Response Evaluation
    • HR Response Quality Analysis
    • Enhancement / Cost Cross-Reference
    • Weighted Grade Scoring
    • Supportability Index Scoring
    • Optimized RFP Guide
  • RFP Documentation
  • All Cover Letter, Guide, & Checklist Templates
  • INCLUDES the full HR Proposal Evaluation, Comparison, & Selection Template Toolkit
    • Side-by-Side HR Response Comparison with Heat Map
    • Vendor Response Quality Ratios
    • Response Evaluation Scorecard - Human Resource Systems
    • 3-D Bar Chart Response Comparison Graphs
    • Evaluation Matrix Documentation
    • Financial Ratio Analysis
  • FREE LIVE SUPPORT - Telephone/Email

    30 Day Guarantee on All Products
    Unlimited Staff Users - Unlimited Vendors - Unlimited Projects

    HR System RFP Template and Response Evaluation MatricesONLY, WITHOUT Affordable Care Act (ACA) criteria -

    $529.00 US         (Secure Checkout)    

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    If you are planning to OUTSOURCE your Human Resource Management (HRM) we have three different RFP Templates for that. Please visit the HR Outsourcing RFP List!

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