Request for Proposal sample / Request for Information

... for selecting Accounting, CRM, Payroll & HR Software

Creating a Request for Proposal (RFP) or Request for Information (RFI) can be an effective way for an organisation to determine its needs - and to quickly obtain answers about software systems and vendors. For medium or large size organisations, it can help with short listing potentially suitable new systems for further investigation.

The main components of a Request for Proposal or Request for Information are listed below.

Should you have insufficient information to produce an RFP / RFI, or are unsure whether you have included everything - take a look at the RFI/RFP Requirements Checklists for Accounting, CRM and HR / Payroll. They contain extensive details to assist in identifying and specifying systems requirements, vendor requirements and analysing your organisation background.

When creating a Request for Proposal or RFI, only use the components below that are relevant to your needs. Keep the document format simple ie outline, table, checklist or report format. The RFP / RFI is typically a short document that is sent to a limited number of software vendors.

Components of an RFP / RFI for selecting Accounting, CRM, Payroll and HR Software

1. Covering letter

Stating your organisation is intending to purchase a new system, requesting the software vendor to respond to the RFP / RFI and instructions for completion

2. Overview

• Summary of RFP / RFI
• Your objectives including your reasons for replacing your Accounting, CRM, Payroll or HR system(s), the benefits you want from the new systems and overall project timescales
• Key selection steps and dates, including response deadlines and the dates of your short list / selection decisions
• Outline of how the RFP / RFI responses will be evaluated, the criteria used and the evaluation process
• Confidentiality statement - to ensure that potential vendor(s) keep your organisation’s and your RFP / RFI details confidential

3. Organisation background

• Outline details about your organisation - business sector, turnover, growth, locations, number of employees
• Present systems - software systems, hardware (server / client), operating systems, database, network, LAN / WAN, transaction volumes, number of system users
• Contact details of key staff involved

4. Outline requirements of your new systems

• Accounting - general ledger, accounts payable, purchase order processing, accounts receivable, sales order processing, invoicing, job costing, inventory, cash book, fixed assets
• CRM - market research, marketing, sales, customer support, contact centre, advanced analytics
• Payroll (commercial and public sector), bureau, employee expenses
• HR (commercial and public sector), recruitment, time and attendance / workforce management, absence management, talent management, training, health and safety records, car fleet administration
• System wide requirements - internet / intranet enabled, ESS (employee self service), MSS (manager self service), employee portal, workflow, alerts, document image processing, european monetary union, compliance (Sarbanes Oxley), multi currency / country, windows, enquiry, reporting, integration with other systems
• Systems operations and performance, data processing and controls, security, back up and recovery
• Database, operating system, network, ASP, internet / intranet, hardware
• Details of any systems restrictions or constraints you may have

5. Detailed requirements of your new systems

• A schedule of your essential and desirable detailed systems / software requirements
• Essential / desirable hardware, operating system, database and network requirements

To quickly prepare your essential and desirable detailed systems requirements, use the Accounting System, CRM System, or the HR / Payroll Systems Checklists.

6. Vendor information required

• A written response to your RFP / RFI including
• Details of the vendor’s current software functionality that meets your requirements
• Product details - the current version available, projected date for next product upgrade, release date of the original version
• Product demo CD’s / brochures / literature
• Vendor background, quality accreditations, annual accounts
• Experience of the systems proposed, your business sector and implementations
• Maintenance and support details, options, Service Level Agreements
• Implementation assistance and system training
• Reference site details for you to contact
• Outline costs of software systems, database, operating system, network, hardware, implementation, training, annual maintenance and support