Managing and developing a Request for Proposal (RFP) for HRIS software can be time intensive and demanding. Your agency may have specific requirements, and every HRIS system is built on a process philosophy. In other words, it’s built on the assumption “this is the best way to manage payroll, timekeeping, benefits, etc.” Through an RFP, you can assess whether your preferred processes align with the HRIS.
Without these answers, you risk purchasing the wrong solution. The wrong HRIS software costs time and money – time for your staff to learn the software and licensing costs for however many years. With how busy you are, it may be tempting to write the RFP quickly and choose what appears to be an affordable solution. But the wrong solution, no matter how affordable, will only cost your agency more money in long run.
Asking the Right Questions
The right solution can only be found by asking the right questions. An RFP isn’t just a formality. It’s your opportunity to dig deep into the details that matter. You’re not just buying software; you’re selecting a long-term partner who will help your HR team manage everything from payroll and benefits to regulatory compliance.
The questions you ask in your RFP will determine how well potential vendors understand your challenges, align with your goals, and deliver solutions that fit your operational realities. The right questions act as a filter, helping you prioritize software solutions that meet your needs (and weed out systems that don’t). Don’t end up with a system that sounds good on paper but fails to address the complexities of managing a government workforce. Too many organizations have gone down that road accidentally.
To help you choose the best system for your agency, we compiled 68 questions that can be adapted for your HRIS RFP in a helpful guide. It includes critical questions for a variety of important topics, including:
- How to Properly Phrase Questions
- Government Compliance
- Critical HRIS Features and Functionality
- Important Integrations
- HRIS Training and Usability
- System Security
- HRIS Implementation
- Customer Support
Setting Yourself up for Success
In government, every budgetary decision is scrutinized. Every purchase must be justified. With the 68 questions in this guide, you can create an effective RFP that delivers the answers you need and justifies your purchase decision.
With this resource, you’re not just checking boxes. You’re asking key questions to uncover whether a system can truly support your HR operations. Some salespeople will try to sell you on their HRIS, painting the system in a flattering light. Others may have limited product or technical knowledge (they know enough to sell, that’s it). By asking probing questions in an RFP, you dig below the surface and force vendors to answer specific questions about implementation, functionality, integrations, etc.
Our guide, "68 Questions to Include in an HRIS RFP for Government", gives your agency the tools to ask the right questions and make an informed decision. Download it today and take the first step toward finding the right HRIS system for your agency.
