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Navigating the RFP: Key Actions During and After a Payroll RFP

Welcome to Part 2 of our RFP process series for Payroll solutions! In our previous blog, we explored the foundational steps that set the stage for a successful RFP. If you haven’t read it yet, we recommend starting there to build a solid understanding of the preparatory phase. In this instalment, we’ll guide you through the critical steps to take during and after the RFP process. Discover how to effectively manage each stage and make well-informed decisions that will lead you to the ideal payroll solution for your organization. Let’s dive in!

During the RFP Process:

It is a process when RFP is commenced. There will be list of tasks as follow that usually will be executed:

 

  1. To have participated vendors to sign off a non-disclosure agreement (NDA) before RFP document is shared. Objective: To protect company’s confidential information being shared with unauthorized parties.
  1. Due to payroll is the downstream process of other stakeholders, it is important to communicate to upstream and downstream stakeholders of the project scope and timeline based on the tasks listed in the project plan. At the same time, to have each stakeholder to nominate their respective team members as panelists to be involved in system demo, evaluation and finalization processes.
  1. Preparation of RFP documents – It can be divided into four parts:

Part 1 – General terms and conditions to the invited vendors – this could be prepared by the company’s procurement or legal teams to explain the governance structure, processes and timeline of the entire program.

 

Part 2 – Key assessment areas: General payroll attributes - payroll team to list down information e.g. The number of countries, entities, pay element; category of employees; salary currencies; payroll cut-off date; pay day etc. System specifications, data change log and its format – HRIS or technical team to prepare this part by providing the specifications and sample of data or log.

 

Part 3 – Payroll system demo scenarios – payroll team to list down the exceptional scenarios of each location and entity for vendor to prepare the data and show the system capability from gross to net.

 

Part 4 – Project timeline and fee quote – payroll, HRIS and other stakeholders to agree upon to provide expected timeline and priorities (pilot location and its subsequent locations) for vendor to present the proposed implementation methodology, timeline and fee quote.


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