HRIS implementation plan for Riordan Manufacturing's centralized system

RFP for HRIS System

Request for Proposal (RFP) Template

Company: A Fortune 500 company, Riordan Manufacturing is an industry leader in plastic molding. Riordan is a multinational company with corporate headquarters in San Jose, California, a manufacturing plant in China, and three factories in the U.S., each with a product or production specialty. The plant in Albany, Georgia, manufactures plastic bottles for sale to beverage companies. In Detroit, Michigan, custom plastic products such as heart valves and stints are manufactured. The research and development functions are carried out in San Jose.

Business goals: Efficacious administration of human resource matters and successful recruitment of a creative and innovative workforce is a corporate goal of Riordan Manufacturing. The company believes that highly skilled knowledge workers are necessary for Riordan to maintain a competitive edge and that development of human capital requires an efficient Human Resource Information System (HRIS). The current computer system used by the human resources department is fragmented, inefficient, and lacks sufficient capacity. Riordan plans to reassign some administrative human resources staff following the transition to the new HRIS platform, as human resource administrative assistants will no longer be needed in each of the factories. Riordan also intends to utilize the new HRIS to ensure that quality employees are retained and promoted, as appropriate.

1. Project goals: The new HRIS must centralize all human resource information and standardize the collection and retrieval of employee information. A central goal of the HRIS overall is the reduction of staff time to complete HR tasks. Building a centralized data system for all aspects of the Human Resources Department's responsibilities and duties will reduce the number of paper-based tasks that must be carried out manually. Databases from different company locations must be integrated into the new system. In order to better utilize current employee information for professional development and promotions, this information must be integrated into the new HRIS in a manner that is compatible and seamless with the information from newly hired personnel.

1. Scope of project: The HRIS system will include databases related to the following functions: Hiring documentation, including resumes and records of interviews, Family Medical Leave of Absence (FMLA) documentation, job analyses, salary surveys, payroll & benefits,, performance evaluations, and individual compensation decisions. The new HRIS system will need to accommodate four existing modules: (1) The Payroll module, (2) the time and management module, (3) the benefits module, and (4) the human resources module.

1. Time constraints: The HRIS will be implemented using the System Development Life Cycle plan. Project implementation will take place over two phases. The IT research team will conduct a needs assessment and collect input from stakeholders through interviews and questionnaires about needed changes to the current HR computer system. The first implementation phase will be a direct implementation that converts the benefits and administration module and the human resources module from a paper-based manual system to the HRIS digital system. The second stage of implementation is HRIS system installation. Once the modules have been digitized, they will be brought online and tested by the human resource users. This implementation phase will include training of staff to use the new systems System training will be given to managers in each factory and the human resource personnel. The company intranet will link to the HRIS so that production employees can apply internally for open positions within the company, and access their pay and benefit information. Training will be give to production employees during this implementation phase. The third phase of implementation includes ongoing processes like technical support and employee satisfaction surveys.

Feedback from HR employees will serve as a quality report and will also include ideas for process improvement of the HRIS system.

1. Budget constraints: The implementation stages must be supported as outlined.

Requirements

Note: Information in the "Requirements" section of the RFP is taken directly from the RFP made available by CompareHRIS and was used with permission. The complete document can be retrieved at http://www.comparehris.com/HRIS-RFP/

1. Technical:

a. Standards. Explain the kinds of historical information your system maintains. What accumulators are standard? Please give examples. For archived results, what is the retrieval time? How is system performance affected by the growth of the historical records? Define the historical information your system maintains and how long it is available to your customers? Describe how existing history is extracted and imported to your system at conversion. Are there fees associated with converting history?

b. Existing system. Provide a brief overview of your reporting tools and how they are integrated with your HR and payroll system. Does your system have point-in-time capabilities? Describe your point-in-time capabilities.

c. Hardware / Operating systems. Provide a brief overview of your products with a summary of functionality. Indicate if he product was produced by your company or purchased. What is the core product of your business? What separates your product from the competition? Describe your workflow services. Define your system architecture, as well as hardware, and other software requirements. Describe how your organization provides periodic system performance evaluation for all installed applications. Describe how your system's ability to have customers configure the system vs. having you customize the system to meet their needs. How does your organization provide periodic system performance evaluations for all installed applications.

m. Other

i. Training/Documentation. Provide an overview of your training programs and delivery methods. Describe how a non-technical user can obtain reports from your system without assistance. Is there a test database utilizing real data available for future new employee training? Where are your training facilities located? Is there a cost associated with training for customers during or after implementation? What ongoing customer training is available? What training materials do you provide? What is the ratio of implementation and training to software license fee?

ii. Installation issues. Provide an overview of your customer support and maintenance services. What is the cost of your annual maintenance plan? Do you use your Web site as a mechanism to provide support to your clients? How is the Internet part of your support strategy? How many support centers do you have and where are they located? How does your firm educate and train your service and support staff? What technologies do you take advantage of to run your support organization. Is there weekend or after-hour support? Is there an emergency contact number if needed? Is there a charge for this service? How long is a typical product implementation?

iii. Cost . Provide the cost of your system package including any additions. Please provide a price break down.

iv. Self-service. Explain the capabilities for a system administrator to manage self-service.

Administration Information

1. Who may apply. Any company, public or private, whose primary business focus is human resources software.

1. How to apply. A response to the RFP issued by Riordan may be emailed or sent by mail. The response must completely answer all questions in the RFP.

1. Confidentiality. Respondents are cautioned not to submit information that they do want shared. Any information that must remain confidential should be submitted in a separate Word document and clearly marked as confidential.

1. References. A list of client references must be provided along with the response. It is important that references be a good match to the work for which a respondent is bidding.

1. How to get clarification. Questions will be taken by email beginning one week after the RFP has been released. The question period will last for two weeks, upon which time, give or take several days, the questions and the answers will be published on the RFP webpage under Q&A. Respondents will be able to view all questions and all answers by registering and creating a password for the website.

1. Proposal format. The response may be submitted in Word, but key points must also be provided in Excel format so that individual responses from bidders may be compared.

1. Submission schedule. Vendors may submit responses anytime between October 15, 2011 and October 30, 2011. No late responses will be submitted, and the company will not be responsible for any delays caused by the mail service or by any difficulties transmitting submissions online.

1. Decision schedule. Approximately 60 days after the deadline for submissions, responses will be reviewed and ranked. A recommendation will be made by the selection committee to the Board of Directors. A resolution will be filed by the Board at the next meeting. Following that meeting of the Board and the vote on the award, the winning vendor will be notified by phone and by email. The next meeting of the Board of Directors is scheduled for November 11, 2011.

1. Selection criteria. All submissions will receive a qualitative rating and a quantitative rating. The quantitative rating shall be applied to the Excel version of the application, and it is strictly a comparative study across all bidders. The qualitative rating consists of an evaluation of the Word document and it will entail an assessment of how complete responses are and how much relevant detail is provided in the narrative.