“My company is putting out an RFP for a new service provider for HRIS/Ben Admin. What can I do to ensure all pertinent information will be provided in the responses?”
–Sam P., HR director
Sam, your question is a good one as a well-planned RFP is critical to an informed selection. There are several things you can do upfront to help guarantee a productive and cost-effective RFP process.
First, meet with the various stakeholders in the company to assess their needs and thoughts about the current system. What works; what doesn’t? What is the minimum functionality; what’s their “blue sky” wish? Don’t forget to include end-users—the employees! There are many systems out there that dazzle HR or IT staff, but the employee, not so much.
Ask for sample RFP from several different service providers and take the best elements from each. These folks are not the enemy; they want to help you make a decision that is mutually beneficial. Similarly, check with like-organizations that have gone through a recent selection process and ask if they will share their RFP (invite them to strip out propriety information).
Include in your RFP an “Additional Information” section that invites service providers to share relevant information not specifically requested. Service providers are often subjected to processes that constrain them from providing advice to make the decision-making fair and simple. You may get great information and insight by simply allowing them to tell you what they think.
Finally, consider hiring a consultant to assist in the process. There are hundreds of service providers in the market but only a small percentage will adequately meet your specific needs. A consultant can quickly narrow the pool so you engage with only a handful of qualified providers, and also help to ensure your RFP will return the information needed to make a decision. While you may choose to limit a consultant’s role to assist with RFP development and distribution, a consultant can also help you assess RFP responses and assist you with final selection and implementation, if desired.
The selection and introduction of a new HRIS/Benefits Administration system is no small undertaking and often involves a great deal of emotion. A well-planned and managed RFP process can limit much of the stress that accompanies this process and deliver a “best fit” servicer provider.
If your company is planning to bring in a new service provider to manage your online benefit enrollment system, Rhonda Marcucci and her team of industry specialists are available to assist with any or all phases of the project—from needs assessment to product selection and implementation support. Contact Rhonda at Rhonda@gruppomarcucci-usa.com or call GruppoMarcucci at 1.312.690.2690.
Gruppo Marcucci (GPM), a division of Gallagher Benefit Services, Inc., provides outsourcing intelligence and associated consulting to stakeholders in the Benefits and HR Technology & Outsourcing industry. Our in-depth understanding of the service provider market and our vast experience sourcing and implementing solutions is key to our clients achieving full operational success.
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