A 14-step framework for your HRMS RFP document


  • Overview – set the scene, drawing on the HRMS business case to explain why you’re looking to make this purchase, at this time, and what strategic business goals it is intended to help HR to support.

Business context

  • Brief introduction to the business – your organisation’s vision and purpose, core markets and clients, staff numbers, office locations, customer locations, relevant expansion projects, particular HR compliance areas.

  • Sector/industry background – any relevant context from your ‘line of work’, notable trends that may have an impact on people management, etc.

  • HRMS project – the goals of the project, including scope, timing/schedule, and key deliverables.

  • Past or legacy systems – details of previous HRMS (if any) and any other relevant business intelligence systems, especially there are integration requirements.

  • Hardware and systems – relevant in-house platforms, infrastructure and resources.

  • Project teamkey personnel with responsibilities for delivering the new HRMS.

  • Stakeholders – details of key stakeholder groups with interest in and/or influence over the HRMS project.

Recommended Reading: HRMS selection survival guide - 9 steps to selecting the best HRMS solution for your business

Business requirements

  • HR processes – full details of the HR functions and procedures that will require HRMS support. These should be drawn from the original business case and/or scope document and include any additional functionality, such as ESS/MSS and predictive analytics, that you are intending to leverage. Each requirement should indicate the priority, timing, reason/need, any integration or configurability requirements and any additional expectations. It’s good practice to invite the vendor to state degree of availability of each requirement in their product. (You may wish to give details of the rating scale you intend to use in the selection/shortlisting process).

Vendor instructions

Be crystal-clear about the format in which you require a response from the vendor, including:

  • Timing and schedule – be clear about the timing and deadlines for responses that vendors must follow in order to be considered.

  • Key people – ask for full details of the relevant personnel that the vendor would deploy as part of your HRMS project, including their experience, skillsets, particular expertise and availability.

  • Cost – a breakdown of the cost of the product, including licensing, support options, customisation, maintenance and any consultancy.

  • Viability – proof of the vendor’s financial stability.

  • References – at least 2-3 previous/existing satisfied customers who can be contacted and whose requirements bear a degree of comparison with those of your own organisation.

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Dave Foxall

About the author…

Dave has worked as HR Manager for the Ministry of Justice for a number of years, he now writes on a broad range of topics including jazz music, and, of course, the HRMS software market.

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Dave Foxall