Request for Proposal
Employee Performance Management (EPM) Software
Date distributed: Deadline for questions: Deadline for final response: Contact:
Request for Proposal: Employee Performance Management
Page 1 of 24
CONTENTS (F9 to update)
COMPANY INFORMATION ................................................................................................................ 3 PROPOSAL TIMELINE ....................................................................................................................... 4 BASIC REQUIREMENTS AND EPM PROJECT INFORMATION ....................................................... 5 VENDOR INFORMATION ................................................................................................................... 6 VENDOR SUPPORT ........................................................................................................................... 7 Customer Service ........................................................................................................................... 7 Implementation ............................................................................................................................... 8 Configuration/Customization ......................................................................................................... 9 FUNCTIONALITY REQUIREMENTS ................................................................................................. 10 System Overview .......................................................................................................................... 10 Goal Management ......................................................................................................................... 12 Performance Appraisals............................................................................................................... 14 Multi-Rater/360 Degree Feedback ................................................................................................ 15 Development Planning ................................................................................................................. 16 Competency Management ........................................................................................................... 17 Compensation Planning ............................................................................................................... 18 Succession/Talent Planning ........................................................................................................ 19 Administrative Functions ............................................................................................................. 20 TECHNICAL REQUIREMENTS ......................................................................................................... 21 General technical information ..................................................................................................... 21 Security and performance ............................................................................................................ 23 PRICING SUMMARY ............................................................................... Error! Bookmark not defined. VENDOR REFERENCES .................................................................................................................. 24
Request for Proposal: Employee Performance Management
Page 2 of 24
Information for Requesting Company to Complete
COMPANY INFORMATION
Company description Company website
Primary contact for RFP Title
E-mail
Mailing address
Phone
Fax
Best time to contact
Request for Proposal: Employee Performance Management
Page 3 of 24
PROPOSAL TIMELINE
Date Deadline for vendors to submit clarification questions Answers to all clarification questions sent to all vendors Vendor proposals due Vendor finalists notified Finalist demos Vendors notified of decision Contracts signed EPM system launched to employees n/a n/a n/a n/a n/a Time w/ time zone
Request for Proposal: Employee Performance Management
Page 4 of 24
BASIC REQUIREMENTS AND PROJECT INFORMATION
Total number of users Users' geographic location(s) Required language(s) Deployment type
EPM modules required
On-demand Hosted In-house license Undecided Goal alignment Performance appraisals 360 feedback Development planning Competency management Compensation planning Succession /Talent planning
Comments:
Comments:
EPM project objectives
Description of current processes
Samples of current forms and reports Assumptions
Request for Proposal: Employee Performance Management
Page 5 of 24
Vendor Response
VENDOR INFORMATION
VI 1. VI 2. VI 3. VI 4. VI 5. Please provide a brief history and product highlights of your company. Describe the characteristics that differentiate your company from your competitors. Describe any other characteristics of your company that we should consider during the selection process. Describe any relevant alliances or partnerships. Describe any outsourced functions or subcontractors relevant to your EPM software, and identify the providers.
VI 6. VI 7.
Request for Proposal: Employee Performance Management
Page 6 of 24
VENDOR SUPPORT
Customer Service CS 1. CS 2. Describe your customer service model. What differentiates your service model from other vendors’? How will you ensure that our primary contacts at your company are well-informed, available, and accountable? Describe the customer support that we can expect to receive as part of our EPM software purchase, including availability of "real person" support knowledge level of employees providing support; hours available; peak period and global/multiple time zones support, and your response time commitment. Describe your training support for the following audiences: HR administrators, IT, help desk, end users. BPO/on-demand solution: Licensed/in-house deployment: Describe the administrative support included with the quoted price. Is there an additional charge for additional admin support? BPO/on-demand solution: Licensed/in-house deployment: What level of IT support will we (the client) be required to provide? BPO/on-demand solution: Licensed/in-house deployment: Describe the support you provide when customers upgrade to a new version of your software. BPO/on-demand solution: Licensed/in-house deployment: How long do you support previous versions of your software?
CS 3.
CS 4.
CS 5.
CS 6.
CS 7.
CS 8. CS 9. CS 10.
Request for Proposal: Employee Performance Management
Page 7 of 24
Implementation IM 1. Describe the implementation support you provide to customers, including client/vendor responsibilities and a general timeline. Describe a typical implementation of your software. Identify any implementation activities that might incur additional charges. BPO/on-demand solution: Licensed/in-house deployment: Who will be responsible for ensuring that our implementation is delivered accurately and on time? How will this person ensure timely and open communications? Describe the resources that we (the client) will need to provide for implementation. BPO/on-demand solution: Licensed/in-house deployment: Describe your process for transition from support from your implementation team over to your general support team after an implementation is complete. BPO/on-demand solution: Licensed/in-house deployment:
IM 2.
IM 3. IM 4.
IM 5.
Request for Proposal: Employee Performance Management
Page 8 of 24
Configuration/Customization Code* Add customer logo Customize look and feel Customize terminology Configurable dashboards Custom reports Ability for HR administrator to manage configuration changes Support from knowledgeable person for configuration questions and changes Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
CC 1. CC 2. CC 3.
Describe the extent of custom code you expect to develop to meet our requirements. Describe how your software upgrades support existing customizations. Describe how customization affects your maintenance and support policies. BPO/on-demand solution: Licensed/in-house deployment: Do changes in business logic require customization, or configuration? Describe the technical knowledge required for the ability to configure or reconfigure your software? Describe how an HR Administrator would customize a form, workflow and report using your system. Describe how your system supports configurable dashboards. Describe how you support requests for custom reports. Can the system support an open (API) Application Programming Interface for customization?
CC 4. CC 5. CC 6. CC 7. CC 8. CC 9.
Request for Proposal: Employee Performance Management
Page 9 of 24
FUNCTIONALITY REQUIREMENTS
System Overview Code* Single signon with client's other systems Spell check Language scanner (legal check) Comment assistant Multi-language capability Double-byte language support Multi-language spell check E-mail integration Customizable e-mail content E-mailed dashboards Scheduled reports Ad hoc reports Custom reports Batch printing of reports Multiple review cycles per year Multiple workflows Multiple templates Date-driven phases Event-driven phases Support for matrixed organizations Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
SO 1. SO 2.
Describe your EPM solution recommendation, based on the basic requirements and project objectives we have described. Can EPM modules (e.g. performance appraisals, goal alignment) be purchased separately? Describe the process for adding modules at a later date. BPO/on-demand solution: Licensed/in-house deployment: Describe any unique characteristics of your EPM systems' spell check, comment assistant, and/or language checker. How does your system remind users of outstanding tasks? Describe the reports available. How do reports incorporate data from other systems (e.g. sales compensation, absence management)? Describe report customization options. Describe the workflow capabilities of the system. Describe how your system supports the ability to perform employee satisfaction surveys or other surveys.
SO 3. SO 4. SO 5. SO 6. SO 7. SO 8.
Request for Proposal: Employee Performance Management
Page 10 of 24
SO 9. SO 10. SO 11. SO 12.
Describe your multi-language capability. What pieces of the application are translated when using language packs? How is translation supported when the system is upgraded? Does your system support differing workflows, templates, and configurations per location? Per employee group? Describe how your system supports special groups, such as senior executives, contractors, ex-pats or part-time employees. Describe how your system supports matrixed organizational structures.
Request for Proposal: Employee Performance Management
Page 11 of 24
Goal Management Requirements checklist Individual goals aligned with strategic goals Employees create/edit goals Employees add new goals from manager's suggestion Managers create/edit goals Assign/change goal weighting Assign/change goal deadline Managers approve goals Cascade or copy goals to all downline or direct reports Cascade or copy goals to selected individuals Copy goals from one direct report to another Deliver goal status via dashboards Goal status delivered via dashboards Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
GM 1. GM 2. GM 3. GM 4. GM 5. GM 6. GM 7. GM 8. GM 9.
Describe any unique characteristics of your goal management system. Describe how your EPM system supports differing templates, workflows, and business rules for different employee groups. Describe how your system supports feedback/approval from managers. Describe how your system supports alignment of employee goals with corporate strategic goals. Describe configuration options for goal categories. Describe configuration options for goal approval. Describe configuration options for goal details (timing, weighting, etc). Describe how employees and managers update progress on meeting employee goals. Describe how performance against objectives is scored.
GM 10. Describe how your system supports SMART (Specific, Measurable, Actionable, Realistic, Timely) goals. GM 11. Describe how the system informs management of employee and departmental progress on goals.
Request for Proposal: Employee Performance Management
Page 12 of 24
GM 12. Provide a sample report showing the degree of alignment of individual/department goals with strategic goals. GM 13. Provide a sample report showing a manager's view of direct reports' progress on achieving goals.
Request for Proposal: Employee Performance Management
Page 13 of 24
Performance Appraisals Requirements checklist Employee initiates appraisal Manager initiates appraisal Managers view employee comments while completing appraisal Multiple appraisal intervals (e.g. quarterly, semi-annual, annual) Objectives-based evaluations Competency-based evaluations Customizable competencies Performance notes integrated into appraisal comments Overall rating calculated by system Overall rating assigned by manager Supports forced ranking Supports unforced ranking Storage of previous appraisals Access to previous appraisals during current review Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
PA 1. PA 2. PA 3. PA 4. PA 5. PA 6. PA 7. PA 8. PA 9. PA 10.
Describe any unique characteristics of your performance appraisal system. Describe how your system makes previous appraisals available to users. Describe how your system supports differing templates, workflows, and business rules for different employee groups. Describe how your system supports competency-based appraisals. Describe how your system supports objectives-based (goal-based) appraisals. Describe how employees and managers maintain and access ongoing performance notes. Describe how your system supports forced and/or unforced ranking of performance appraisal overall scores. Describe roundtable calibration tools included with your system. Describe the reports available for this module. Provide a sample employee summary report.
Request for Proposal: Employee Performance Management
Page 14 of 24
Multi-Rater/360 Degree Feedback Requirements checklist Employees select raters Manager approves raters Raters accept or decline Objectives-based evaluations Competency-based evaluations Customizable competencies Graphical employee reports Training on how to interpret results Supports forced ranking Supports unforced ranking Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
MR 1.
Describe any unique characteristics of your 360 feedback system.
MR 2. MR 3. MR 4. MR 5. MR 6. MR 7. MR 8. MR 9. MR 10.
Describe how your EPM system makes previous 360 reviews available to users. Describe how your EPM system supports differing templates, workflows, and business rules for different employee groups. Describe how your system supports forced and/or unforced ranking of overall scores. Describe your rater selection system and process. Describe the reports available for this module. Provide a sample employee feedback report.
Request for Proposal: Employee Performance Management
Page 15 of 24
Development Planning Requirements checklist Performance/development gaps integrated into development plan Competency-based development resources Maintain history of development goals Employees can record development progress and/or achievements Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
CP 1. CP 2. CP 3. CP 4. CP 5. CP 6. CP 7. CP 8. CP 9. CP 10.
Describe any unique characteristics of your development planning function. Describe how your EPM system supports employee development goals. Describe the training and development resources included with your system. Describe how development gaps are identified and communicated to employees. Describe how employees track their developmental activities and inform managers. Describe the reports available for this module.
Request for Proposal: Employee Performance Management
Page 16 of 24
Competency Management Requirements checklist Basic competencies included Additional competency models available Ability to integrate client's own competency models Automatic matching of competencies with job requirements Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
CM 1. CM 2. CM 3. CM 4. CM 5. CM 6. CM 7. CM 8. CM 9. CM 10.
Describe how your system integrates competencies into the performance appraisal, multi-rater/360 feedback, goal management, development planning and succession planning processes. Describe any competency models you provide with your system. Describe the reports available for this module. Provide a sample gap analysis report.
Request for Proposal: Employee Performance Management
Page 17 of 24
Compensation Planning Requirements checklist Supports multiple compensation factors Integrates overall rating from performance reviews Calculates changes Calculates budget impact Supports off-cycle compensation changes Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
CP 1. CP 2. CP 3. CP 4. CP 5. CP 6.
Describe any unique characteristics of your compensation planning function. Describe how your system supports off-cycle compensation events. Describe how your system supports pay for performance. Describe the reports available for this module.
Request for Proposal: Employee Performance Management
Page 18 of 24
Succession/Talent Planning Requirements checklist Displays organization charts Displays succession plans graphically Includes employee photos Self-serve career planning for employees Interactive performance matrix ("9-box") display Integrates resumes from other systems Keyword search for specific credentials, experience, etc. Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
SP 1. SP 2. SP 3. SP 4. SP 5. SP 6. SP 7. SP 8. SP 9. SP 10. SP 11. SP 12.
Describe any unique characteristics of your succession planning function. Describe how you support the identification and management of strategic job families. Describe how your system supports the management of attrition risk. Describe how your system collects assessments of employee potential and readiness. Describe the talent management tools provided by your system. Describe how your system supports the identification of targeted jobs by employees, by managers, or by both. Describe how your system supports the naming of specific successors. Describe how your system assesses and displays the ripple effects created by vacancies. Describe the reports available for this module. Provide a sample employee profile report showing data such as an employee's work history, credentials, accomplishments and performance ratings. Provide a sample bench strength report. Provide a sample risk assessment report.
Request for Proposal: Employee Performance Management
Page 19 of 24
Administrative Functions Requirements checklist Edit user permissions Edit templates Edit workflows Add/change/remove employees Edit employee/manager relationships Customize e-mail content/schedule/distribution Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
AD 1.
Describe any unique characteristics of your administrative module.
AD 2. AD 3. AD 4. AD 5. AD 6. AD 7. AD 8. AD 9. AD 10. AD 11.
Describe how administrators access your system. How are multiple administrative levels defined? Describe the technology used and the format of reports that users can typically generate from the application. What tools does the administrator have available to ensure that employee information, including reporting relationships, is up to date? Describe the administrative reports available.
Request for Proposal: Employee Performance Management
Page 20 of 24
TECHNICAL REQUIREMENTS
General technical information Requirements checklist Web-based Data import capability Data export capability Offline capability Single sign-on capability No end-user installable components, plugins or applets required Integrate with LDAP or Active Directory Code* Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
TI 1.
TI 2.
TI 3. TI 4. TI 5. TI 6.
Describe your hardware/software requirements, including operating systems, databases, browsers. BPO/on-demand solution: Licensed/in-house deployment: Describe any third-party software or hardware that may be required. BPO/on-demand solution: Licensed/in-house deployment: Describe your system architecture (include a diagram if possible). Describe how your software integrates with other internal systems (HRIS, LMS, legacy systems). Are there any limitations to integration? Describe how your system integrates with e-mail systems. What databases are supported by your application? BPO/on-demand solution: Licensed/in-house deployment: What operating systems are supported? What reporting engine does your system use? Describe how data is imported/exported from the system. Explain how your system accesses data from other databases (e.g. Oracle, SQL server). Describe your offline capability. If applicable, describe how the system allows multiple users to work offline on the same 'document' concurrently. What is your system uptime for the last twelve months?
TI 7. TI 8. TI 9. TI 10. TI 11. TI 12.
Request for Proposal: Employee Performance Management
Page 21 of 24
TI 13. TI 14. TI 15. TI 16. TI 17. TI 18.
Describe any limitations to the size of the database that your system can support. Describe how you support single-signon. How does the application authenticate to other applications? Describe the system interface capabilities. Describe your system upgrade process. D Describe how you ensure backward compatibility of new releases. BPO/on-demand solution: Licensed/in-house deployment:
Request for Proposal: Employee Performance Management
Page 22 of 24
Security and performance Code* SSL encryption Save Harbour Certification External threat testing Password protection Automatic logoff after predetermined period of inactivity Corporate firewall compatible Redundant Internet connectivity Offsite backup Exceeds ANSI/TIA/EIA-942 Tier-3 data center standards Audit log of all logins, page views, changes to data, security violations Vendor comments
[S/C/R/N] Codes: S = Standard; C = Configurable; R = Requires customization; N = Not available; N/A = Not applicable
SC 1. SC 2.
Does your system have permissions that allow certain groups to see and edit only specific data? Who administers these permissions? Describe how you ensure the security of customer data both stored on your database and during transmissions. How do you handle security exceptions? BPO/on-demand solution: Licensed/in-house deployment: How does your software monitor system use? How do you ensure the security of data transmission? List the activities recorded in your software's audit log. Describe your data center power backup (BPO solution only). Describe your Internet connection redundancy (BPO solution only). Describe your backup procedures (BPO solution only). Do you have tools or APIs (Application Programming Interfaces) to help monitor the availability of the application?
SC 3.
SC 4. SC 5. SC 6. SC 7. SC 8. SC 9. SC 10.
Request for Proposal: Employee Performance Management
Page 23 of 24
VENDOR REFERENCES
REFERENCE 1 Client name Deployment type Modules Number of employees Contact name Contact title Contact phone Contact email REFERENCE 2 Client name Deployment type Modules Number of employees Contact name Contact title Contact phone Contact email REFERENCE 3 Client name Deployment type Modules Number of employees Contact name Contact title Contact phone Contact email
Request for Proposal: Employee Performance Management
Page 24 of 24