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Procurement & Purchasing Management Software

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Select Procurement & Purchase Management Software Reliably

This customizable RFP Template contains 1,600 state-of-the-art procurement/purchase requirements essential to successful purchasing management software evaluation and selection, helping to ensure crucial needs are not overlooked.

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

System Global Issues User Compatibility Purchase Order Processing Contract Reports
Operating System Support Purchasing Dashboards P.O. Printing Receivings Processing
General Reporting Purchasing Mobile Apps P.O. Receiving Processing Document Capture
Service Level Requirements Mobile Approval Purchase Inquiries Data Processing
Service Level Agreements Purchasing Order Processing Purchasing Reports Document Retrieval
External System Integration Budget Control Inventory Management Workflow Processing
Web Enabled Functions P.O. Interface Issues Contract Administration Cloud Administration
Cloud Configuration Purchase Requisiton Processing Contract Maintenance SaaS/Cloud Security
Software Usability Requisition Workflow Review & Approval ...and more
Transition Planning Purchase Order Maintenance Contract Monitoring
Client Web Interface P.O. Line Item Data Contract History

This RFP Template Toolkit Master addresses all aspects of the Procure-to-Pay process, and is focused on selecting procurement and purchasing management software solutions using capabilities that go far beyond those of a traditional RFP limited to just asking vendors questions about available software features. Specialized for use in complex information system environments, this RFP Template collects information from vendors about all aspects of the procurement management software solution they are proposing.

Choose Purchase Management Software Accurately

Designed specifically for selecting purchasing software, this RFP Template Toolkit helps you hit the bullseye in three major areas: requirements identification, system evaluation, and software selection. This Toolkit contains a collection of customizable templates that save time & money during each step of the purchase management system selection process, all of which help ensure selection of the best procurement/purchasing management software solution. See the RFP Capability Checklist. This RFP Template Toolkit contains the following:

These Tools are updated monthly, and covered by a No Questions Asked, No-Nonsense 30 Day Money-Back Guarantee!

Actual screens and questions from this RFP are shown below to illustrate how it enables you to easily collect the unique metrics needed to successfully identify, acquire, and implement the purchasing management software solution best suited to your company's needs. This RFP contains questions that query vendors about SaaS, Cloud Computing, Voice Technology, and other emerging capabilities to ensure the optimum fit to your current and future requirements.

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

  Comprehensive Purchasing Requirements - Guaranteed to Cover ALL Industry Standard Functionality!

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SAVE WEEKS, even MONTHS OF TIME by using professionally written software RFP statements & questions to communicate your purchasing management software system requirements quickly and accurately. No need to re-invent the wheel. View typical RFP Table of Contents.

NOTE: All purchasing software requirements are in the quantitative format needed for accurate software selection methodology described by the Carnegie Mellon University Software Engineering Institute (SEI) and CMMI Institute.

requirements GAP-Fit Analysis
IDENTIFY & GATHER REQUIREMENTS ACCURATELY (eliminate FATAL omissions!) A detailed Requirements GAP-Fit Checklist is included as a separate worksheet with the RFP. This checklist makes it easy to identify and document purchase 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 purchase management requirement (need) identified. This GAP-Fit information becomes an excellent procurement 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 INCLUDES the following capabilities:

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IDENTIFY Feature AVAILABILITY & Deliverability Unlike others, Infotivity RFP Templates 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 RFP Master includes a Feature Support Matrix (FSM) to automatically capture this information, which can be used to create very accurate and reliable purchasing management software system implementation schedules. View samples here.
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Determine RISK and SUPPORTABILITY. 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 purchasing management software 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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WORKFLOW TOPICS ensure the proposed purchasing system can be fully integrated and utilized to enhance procurement 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 software proposals. View example here.

For a more detailed description of a vendor purchasing response validation Click Here!

  All Vendor Response Evaluation & Comparison tools listed below are INCLUDED with this purchasing management RFP. Evaluate Proposed Software Based on Suitability, Quality, Supportability, and Financial Impact!

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"APPLES-to-APPLES" COMPARISON of competing vendor RFP responses, i.e., procurement management software proposals, is assured by extensive use of quantitative RFP questions and full vendor response validation. Compare proposed procurement/purchasing management 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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AUTOMATED WEIGHTED GRADE POINT SCORING is a quantitative measure of how well a proposed purchasing management software system matches up to your business priorities. This graph compares the overall total scores for each proposed system. This Score is based on all vendor responses except Pricing and Vendor Background. View sample 3-D Bar Chart comparison here.

Many other evaluation and comparison tools are INCLUDED in this Toolkit. View a complete list of ALL purchasing vendor RFP response tools here.

  The Supporting Documents below are INCLUDED with this Purchasing / Procurement 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 purchasing and procurement 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.
EASILY CUSTOMIZED to meet your unique purchasing 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.

      A Detailed & Comprehensive List of:

Purchasing Management System Features

Pre-defined purchasing management 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.

      Identify BOTH Purchasing Management Software Features Availability and Deliverability

Unlike other RFPs that try (and fail) to gather useful solutions data about complex purchasing 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 purchasing management software selection AND the system implementation phases of large projects because it enables effective Earned Value Management through detailed cross-referencing of usable software functionality and vendor invoicing.

      Determine the Risk & Supportability of Proposed

Software Solutions

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

      Weighted Grade Score Graph

Compares the Weighted Grade Point Score calculated for each proposed system. This is calculated as follows: The 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 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 purchasing 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 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.

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

Purchasing Management 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 purchasing management software system proposals side-by-side, feature by feature, in detailed comparisons you control! Keep your project on-schedule and under-budget.

Please follow this link to view a list of ALL purchasing RFP response evaluation tools included.

      Workflow Topics Included.

The ability of the proposed pruchasing 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 purchasing system. This RFP Master examines all pertinent Workflow features in detail.

      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 purchasing/procurment 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!

For a more detailed description of a vendor purchasing response validation Click Here!

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