Global Payroll RFP | Best Practices for Creating a Successful RFP

Creating a Successful RFP

A request for proposal (RFP) is usually one of the first steps for an organisation changing its Global payroll strategy and choosing a new provider.

Surprisingly many organisations do not give the process the correct consideration, and use previous RFPs or rush the requirements. These kinds of actions, do not get the project off to a good start and the vendors will not be able to provide a solution that will cover all the needs of the organisation.

Therefore, it is vital to produce an RFP that covers all the information that is required to offer your organisation the correct Global Payroll solution. 

In this post, we look at 4 best practices in creating the perfect RFP for Global payroll.

Create a clear internal project guideline

To execute a successful RFP, it is a good idea to outline an internal project guideline. Outline who needs to be involved in the project from the get-go, therefore, colleagues can prepare for the process. A clear action plan of who needs to be involved in the question and requirement process of the RFP, how the RFP will be published, who will receive the proposals from vendors, how the proposals will be scored and evaluated, who will be involved in reviewing and responding to the proposals. Put time frames on the process will help keep the project together and moving along.

Your Unique Payroll Requirements

Every organisation has unique payroll requirements. When drafting the questions for your RFP, make sure it is aimed at the vendor solving your specific payroll needs. The aim of the RFP is not to ask for general information from your vendors, this should have been covered previously. Structure your RFP to communicate your Global payroll priorities. This will help the vendors respond with the best solution for your organisation.

Draft Your Questions Wisely

Once you have prioritized your payroll needs, it is important that you draft your question in a way that will help you understand how the vendor will solve your needs. Stay away from ‘yes’ or ‘no’ type questions (unless really necessary). This will give you minimal insight into how you will get the best out of the solution. 

Basic Structure Guideline for RFP

• Project Overview

Give a brief introduction to the project itself so vendors know right away if it’s something their services can meet.

• Company Background

A brief blurb about your company – not too long.

• Project Goal

Clearly identify what you hope to accomplish from your Global payroll.

• Project Scope

The details of the project are essential in an RFP. In the same way, you don’t want to use vague questions, a vague project scope won’t help you find the right vendor either.

• Schedule

It’s important to give an idea of the go-live date. This will give vendors the opportunity to let you know if they can achieve the time frames you expect.

• Possible Roadblocks

Be honest about the ongoing issue and potential problems. One of Novative’s core values is mutual trust. In order to achieve this everyone needs to be honest right from the beginning. It will also help eliminate any vendors who think they cannot solve these potential issues.

• Budget Constraints

It’s also important to be upfront with your budget too. The more you can eliminate surprises, the better for all parties involved.

• What You’re Looking For in a Global Payroll Partner

Another way to reduce or eliminate surprises is to explain exactly what you’re looking for in a Global payroll partner.

Outline what is important to your project (i.e., time, budget, etc.) and show how you’ll be evaluating their proposals based on that.

Conclusion

The prospect of composing an RFP can be daunting. However, the process can give clear insight to your internal team about what is expecting from the project and what goals should be achieved. Following these simple tips should give you the start that you need in constructing and executing a successful RFP.