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Policy & Procedure Management Software

Requirements Checklist - RFP - Evaluation &. Selection

RFP Template for Selecting policy Software Accurately





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Select Policy Management Software Reliably

This customizable RFP Template queries vendors about more than 2,500 state-of-the-art criteria essential to the successful evaluation and selection of policy management software, ensuring key requirements are not overlooked.

A high-level, summary list of the business functions & processes addressed by the detailed requirements found in this policy & procedure management software RFP is shown below:   (All requirements criteria utilize a highly effective quantitative format.)

Policy Management Compliance Tracking Change Management
Audit Trail Policy Lifecycle Training Management
Capturing Signatures. Multiple Languages Create policies
Approval Processes Remove Policies Compliance Issues
Policy Repository Policy Dashboard Policy distribution
Contract Management Policy Reports Cloud Administration
Cloud Configuration SaaS/Cloud Security ... and many more

Choose Policy and Procedure Management Software Accurately

Designed specifically for selecting policy software, this RFP Template Toolkit helps you hit the bullseye in all three major areas: requirements identification, system evaluation, and software selection. The Toolkit contains a collection of customizable templates that can be used to save time and money during each step of the policy management system selection process, all of which help ensure selection of the best policy & procedure management software solution for your organization's needs. See the RFP Capability Checklist. All RFP Template Toolkits contain the following:

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(All RFPs are updated on a regular basis, and provided with a 30 Day Guarantee!)

Actual screens and questions from this policy management system RFP and it's matching Vendor RFP Response Evaluation Toolkit are shown below to illustrate how they enable you to easily collect the information needed to successfully identify, acquire, and implement the policy management software solution best suited to your organization's needs.

This RFP Template & Toolkit INCLUDES All Tools Below to Help Select Policy Management Software Successfully:

  Comprehensive Policy/Procedural Requirements - Guaranteed to Cover ALL Industry Standard Functionality!
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SAVE WEEKS, even MONTHS OF TIME by using thousands of professionally written policy & procedure management software RFP questions to quantitatively communicate your policy & procedure management software system requirements quickly and accurately. No need to re-invent the wheel.
Click the thumbnail on left to view the Table of Contents of the the Policy and Procedure Management Software RFP Template.
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requirements GAP-Fit Analysis
INCLUDED FOR FREE IDENTIFY & GATHER REQUIREMENTS ACCURATELY (eliminate FATAL omissions!) A detailed Policy & Procedure Requirements GAP-Fit Checklist is a separate worksheet with the RFP Toolkit. This checklist makes it easy to identify and document policy & procedure management requirements by first using it as a User Needs Survey, then using the GAP-Fit analysis to document the scope and cause of each policy management requirement (need) identified. This GAP-Fit information becomes an excellent policy management system planning tool since it helps prioritize all user needs and software system requirements. Read more about the use and benefits of GAP-Fit analysis.

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

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IDENTIFY FEATURE AVAILABILITY & DELIVERY MODE. This Infotivity RFP template automatically obtains from vendors the information required to determine BOTH the AVAILABILITY of a software feature, and also its DELIVERY MODE, i.e., HOW that feature will be delivered. Each RFP Template utilizes a Feature Support Matrix (FSM) to automatically capture this information, which is then used by the Evaluation Toolkit to create very powerful policy management software system comparisons.
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DETERMINE RISK and SUPPORTABILITY. The Policy Management System RFP Template Master automatically evaluates vendor response data and calculates the SUPPORTABILITY INDEX of each proposed system. This index is a measure of the potential support issues and problems inherent in a given proposal. This enables you to accurately compare the ongoing support, and support cost, each proposed policy & procedure management software system will require over its useful life.
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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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WORKFLOW & DOCUMENT MANAGEMENT TOPICS ensure the proposed policy management software can be fully integrated and used to enhance business processes at all levels of an organization.
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VENDOR RESPONSE VALIDATION ensures all vendor response are in a consistent format. This makes them very easy to evaluate and compare, which saves time and effort, and reduces errors, when evaluating vendor policy & procedure management proposals.

For a more detailed description of vendor policy & procedure management RFP response validation Click Here!

EASILY CUSTOMIZED to meet your unique policy management 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 policy & procedure management RFP. Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact.

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"APPLES-to-APPLES", SIDE-By-SIDE COMPARISON of vendor policy software RFP responses (proposals) is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed policy & procedure management system software features side-by-side faster and more accurately with the fully automated Color Comparison Chart (Heat Map) matrix included with this RFP at no extra charge.
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EASILY CUSTOMIZED WEIGHTED SCORES are calculated at the individual software feature level. This provide the utmost in flexibility for policy management software RFP response scoring and overall vendor RFP response evaluation. View Weighted Grade Scoring detail here.
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VENDOR RESPONSE EVALUATION RATIOS are calculated automatically. These response analysis ratios measure how a vendor will configure their proposed solution, and indicate the quality of each vendor proposal. Avoid high risk proposals. Save time evaluating vendor responses. View typical evaluation ratios here.
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VENDOR RESPONSE SCORECARD illustrates in detail and in a side-by-side comparison the strengths and weaknesses of each vendor proposal from a practical perspective. Learn HOW each vendor is planning on meeting your needs, and how reliable that approach really is. View a typical evaluation ratios here.
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IN-DEPTH FINANCIAL ANALYSIS RATIOS provide valuable insight into how proposed software will impact your organization immediately and over the long term. View and compare side=by-side key financial ratios such as Payback Period, Present Value (PV), Net Present Value (NPV), Internal Rate of Return (IRR), and others. View financial analysis ratios here..
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AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed policy & procedure management system matches up to your business priorities. This graph compares the overall total scores for each proposed policy management system. This Score is based on all policy & procedure management 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 policy & procedure management vendor is planning to deliver the proposed policy management 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 policy & procedure management comparison are based on responses to policy & procedure management 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 policy management system could look very good on paper, but once implementation begins the reality could be very different. The ease with which a policy & procedure management 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 policy & procedure management System Features only. This graph compares the potential support effort inherent in each proposed policy management 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 policy management system along with its Supportability Index and associated Vendor Profile. Use this when assessing the RISK of a proposed policy & procedure management system and whether or not the policy & procedure management system can indeed be implemented by the proposing policy management 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 policy management RFP. The Vendor Profile Score provides a way of assessing the Capabilities PROFILE of a proposing policy management vendor. View sample 3-D Bar Chart comparison here.

  The Supporting Documents below are INCLUDED with this Policy & Procedure Management Software RFP:

COVER LETTER SAMPLES - Make the task easier with this policy 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 policy management system needs.
FULL VERSION of the RISK ASSESSMENT MATRIX CHECKLIST focused on policy 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 policy 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 policy management RFP questions. Included or Sold Separately
The POLICY MANAGEMENT SOFTWARE CUTOVER CHECKLIST Helps Streamlines Implementation! Included or Sold Separately
MS Word DOCUMENTATION describing the organization and usage of the policy management RFP and Evaluation/Comparison matrices.

(See bottom of this page for pricing information.)

      Utilize a Detailed & Comprehensive List of:

Policy Management Software Requirements

Contains thousands of pre-loaded requirements criteria that address all industry standard policy and procedure management software features, all to ensure no important business requirements or software features "slip through the cracks".  All criteria are in a highly quantitative format that guarantees vendor responses will be meaningful, consistent, and easy to compare and score. All questions are professionally prepared by application specialists to address BOTH the STANDARD features and EXCEPTION CASE software functionality required.

Tabel of content for policy management software

      Utilize an Extensive List of:

Policy Management Software Fit/GAP Analysis

Precisely identify, collect, & prioritize all policy management 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 software requirements useful in all later phases of the policy and procedural 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.

      Query Vendors About Policy & Procedure Management Software

Feature Availability and Delivery Method

Unlike other RFPs that try to gather useful solutions data about complex policy and procedure management 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 RFP Master function is useful during both the policy management software selection AND the system implementation phases of large policy & procedure management projects because it enables effective Earned Value Management through detailed cross-referencing of usable software system functionality and vendor invoicing.

sample of policy management software questions

      Identify Proposed Policy & Procedure Management Software

Risk & Supportability

Unlike other RFPs, this RFP Template Master 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 policy management system because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

example of marketing management questions that is used in the policy & procedure management  RFP

      Effectively Manage Implementation

Enhancement Cost Tracker

This 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 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.

      Comprehensive Requirements List -

Document Management & Workflow Criteria Included!

The ability of the proposed 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 policy & procedure management system. This RFP Master examines all pertinent document management and workflow processing features in detail.

Shows sample of workflow questions in this policy management software rfp

      Obtain Consistent, Easily Evaluated Vendor Responses with

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 policy management software 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!

Show example of the drop down list for policy management rfp

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

Policy Managment 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 policy management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your policy & procedure management project on-schedule and under-budget.

      Flexible, Customizable, Easy-to-Use

Weighted Grade Scoring

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.

      Determine Vendor Proposal Quality with

Automatically Calculated Response Analysis Ratios

Use an extensive set of ratio calculations to compare policy & procedure management vendor proposals quickly and efficiently.

      Compare Vendor Proposal Quality with

Vendor Proposal Scorecard

This vendor response (proposal) scorecard uses an extensive set of ratio calculations to compare vendor proposal strengths and weaknesses quickly and efficiently.

      Determine Economic Impact using


Calculates software project decision making financial ratios such as Yearly Savings, Payback Period, Internal Rate of Return (IRR), Return on Investment (ROI), and others.

      Weighted Grade Score Graph

Compares the Weighted Grade Point Score calculated for each proposed policy management system. This is calculated as follows: The policy & procedure management vendor response to each RFP question is assigned an un-weighted "raw" score. This raw score is then multiplied by the weight factor you entered previously (default = 1) for that policy management 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 policy & procedure management 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 policy management 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 policy & procedure management vendor is proposing to deliver the system feature/function contained in their policy & procedure management 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) policy & procedure management feature presents far less risk than that same policy & procedure management feature done as a "custom programming" task. Also, see the Supportability Index, which sums up these detail risk factors.

      Policy Management Supportability Index Graph:

The Supportability Index is a forecast of how much policy management 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 policy management software, and which business processes depend on the customized system.

      Overall Comparison Graph:

This policy & procedure management 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 policy management system that also has a high Weighted Score, along with the Vendor Profile. The more custom code, the higher the risk posed by that policy & procedure management system. Therefore, the more custom coding, the more expertise and capabilities a policy & procedure management vendor should have.

      Vendor Profile Score Graph:

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

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RFP TOOLKIT - Policy & Procedure Management Software RFP Template Toolkit with all the tools listed above. Get everything needed to make each step of the software selection process faster and more accurate.

  • ALL 2500+ Request for Proposal Criteria
  • Includded for FREE FULL Requirements Checklist with GAP-Fit,
  • Weighted Grade Scoring
  • Supportability Index Scoring
  • Side-by-Side Response Comparison with Heat Map
  • ALL Vendor Response Evaluation Ratios
  • ALL Financial Analysis Ratios
  • FULL Response Evaluation Scorecard
  • ALL 3-D Bar Chart Comparison Graphs
  • FULL Optimized RFP Guide
  • ALL BPR/BPE Workflow Checklists
  • FULL Cutover (Go Live) Checklist
  • ALL Documentation
  • FREE SUPPORT - Telephone/Email

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