HRIS RFP Support Services

HRIS RFP support and vendor shortlist done right

We provide independent HRIS RFP support and HRIS vendor shortlist services, turning vague requirements into a structured pack with clear scoring matrix, demo scripts and timelines that procurement, HR and IT can all align behind.

Done for you HRIS RFP support with clear scope, modules, integrations and implementation expectations
Structured HRIS vendor shortlist based on objective criteria, not who shouts loudest in demos
Facilitated requirements gathering workshops across HR, payroll, finance, IT and procurement
Practical RFP scoring matrix that balances functionality, risk, support model and total cost of ownership
Scripted vendor demos focused on real life scenarios, not just generic product tours

Talk about your RFP

Get expert RFP help

Tell us where you are in your HRIS RFP and we will share practical next steps.

HRIS RFP support and vendor shortlist services for HR and finance

HRIS RFP support is the specialist help HR and finance leaders use to turn complex HR and payroll needs into a clear, structured request for proposal that vendors can actually respond to. It covers requirements gathering, RFP drafting, HRIS vendor shortlist creation, scoring matrix design and demo orchestration. Done well, it cuts weeks of internal debate, avoids checkbox shopping and gives you a transparent, auditable way to pick the right HR and payroll system for your organisation.

Requirements discovery and scoping

We start HRIS RFP support with focused requirements gathering. Through structured interviews and workshops we capture process pain points, regulatory constraints and future roadmap, not just a long wish list. We translate this into clear business, functional, technical and reporting requirements that procurement and IT can understand. The output is a scoped HRIS vendor shortlist brief with traceable requirements, ready for RFI or RFP, that still leaves room for vendors to propose better ways of working.

What We Offer:

Stakeholder mapping and requirements gathering workshops across HR, payroll, finance, IT and procurement
Documented current state processes and target outcomes for HR and payroll system RFP support
Prioritised requirements list with must have, should have and nice to have categories
Draft evaluation criteria linked directly to requirements for later scoring matrix design
Risk, dependency and assumption log to keep the RFP real and deliverable

Start your requirements phase

RFP pack, structure and documentation

Once we have solid requirements, we build the RFP pack. Our HRIS RFP support service includes a clear template covering scope, modules, countries, integrations, security, data protection, service levels and implementation expectations. We design question sets vendors can answer without guesswork, and response formats that feed straight into a scoring matrix. The result is an RFP that is detailed enough for serious pricing, yet concise enough that good vendors still want to respond.

What We Offer:

RFP structure and wording aligned to your internal procurement and legal requirements
Standardised response templates for functional, technical, security and service questions
Guidance on data residency, GDPR, audit, certifications and information security expectations
Clarification questions support so vendors understand scope, volumes and timelines
Coordination with procurement portals or email based RFP processes

Build your RFP pack

Avoid RFP fatigue and rework

Many HR teams restart their HRIS RFP once vendors push back on scope or pricing. Bring us in early and avoid costly rework and delays.

Speak to our team

Vendor shortlist and scoring matrix

Instead of sending a 200 page HRIS RFP to every vendor you have ever heard of, we help you build a focused HRIS vendor shortlist based on fit, capability and culture. We design an RFP scoring matrix that weights what really matters for you, such as global payroll, rostering or complex benefits. This allows you to compare vendors objectively across functionality, implementation approach, referenceability and total cost of ownership, not just headline licence price.

What We Offer:

Market scan and long list refinement into a tailored HRIS vendor shortlist
Scoring matrix with weighted criteria and clear guidance for evaluators
Side by side vendor comparison views for HR, finance and IT stakeholders
Reference call question sets to validate claims and check cultural fit
Support in building recommendation papers for steering groups and boards

Design your scoring matrix

Demos, proof of concept and decision support

Demos can easily turn into polished theatre that hides gaps in the product. As part of our HRIS RFP support, we script scenario based demos that reflect your real data, edge cases and local compliance. We facilitate the sessions, capture feedback, challenge vague answers and ensure something promised in a demo can actually be configured. If needed, we help structure proof of concept phases, commercial negotiations and contract schedules so you select the right partner, not just the slickest sales team.

What We Offer:

End to end demo plan covering scenarios, user journeys and specific use cases
Facilitated demo sessions with scorecards for HR, payroll, managers and IT
Support designing proof of concept or sandbox phases where needed
Structured feedback consolidation and vendor debrief meetings
Decision workshops to align stakeholders and confirm preferred HRIS vendor shortlist outcome

Improve your vendor demos

Why choose Us?

Most HR and finance teams only buy a new HRIS every 7 to 10 years, but vendors respond to RFPs every week. We level that playing field, bringing repeatable RFP support methods, vendor knowledge and independent thinking so you can run a tight, fair and defensible selection process.

Clarify need

We listen to HR, payroll, finance and IT to understand real problems, constraints and outcomes before a single RFP line is drafted.

Shape RFP

We translate requirements into a structured RFP pack with clear sections, timelines and scoring, ready for the right vendors to respond.

Score vendors

We help you shortlist, run demos and apply an RFP scoring matrix so every vendor is assessed in the same consistent way.

Select partner

We support final clarifications, reference checks and internal approvals so you can sign with confidence and move into implementation.

Frequently asked questions

About Our Bristol Based HRIS & HCM Consulting Services

What is HRIS RFP support and why do we need it?

HRIS RFP support is expert help to plan, write and manage your HRIS RFP process. It gives structure to requirements gathering, vendor communications, demos and scoring. Without it, HR and procurement teams often waste months chasing responses, comparing inconsistent answers and still feeling unsure about which HR and payroll system is right.

How does HRIS RFP support differ from what our procurement team already does?

Procurement teams understand sourcing rules and contracts, but they may not know HR technology in depth. HRIS RFP support bridges that gap, bringing specialist knowledge of HR and payroll platforms, typical implementation models, data and security questions and vendor behaviours. We work alongside procurement, not instead of them, so the process stays compliant and commercially robust.

What is included in your HRIS vendor shortlist service?

Our HRIS vendor shortlist service includes a light market scan, long list validation, criteria definition, then a structured narrowing down to a realistic set of vendors. We consider geography, sector, complexity, integration needs and budget. The result is a shortlist that is large enough for competition, but small enough that you can give each vendor proper time and attention.

How do you run requirements gathering without creating a 300 page document?

We use targeted requirements gathering techniques such as persona based interviews, process walks, pain point mapping and simple requirement catalogues. We avoid huge checklists and focus on the items that will differentiate HRIS vendors and impact user experience, compliance and reporting. This makes the RFP readable for vendors and easier for internal stakeholders to sign off.

What does a good RFP scoring matrix look like?

A good RFP scoring matrix reflects your priorities, not the vendors. We help you define weighted criteria for functionality, technical fit, implementation approach, ongoing support, security, compliance and cost. Each criterion has clear guidance so evaluators score consistently. The output is a transparent view of how each HRIS vendor scored and why that score was given.

Can you help us script and assess demos?

Yes. As part of our HRIS vendor shortlist and demo support, we prepare scenario based demo scripts using your real processes and typical edge cases. We brief vendors and give them time to prepare. During demos we facilitate, timebox sections and capture feedback against clear criteria. This stops demos drifting into generic tours and ensures each vendor is tested on the same ground.

How do you support global or multi entity HRIS RFPs?

For global or multi entity organisations, HRIS RFP support includes additional discovery on local country rules, unions, languages, currencies and existing payroll providers. We reflect these in requirements, ask vendors for specific country experience and ensure pricing covers all in scope entities. The scoring matrix also accounts for scalability and localisation, so you do not outgrow the chosen system.

How long does a typical HRIS RFP support engagement take?

Timelines depend on size and complexity, but a focused HRIS RFP support engagement often runs for 8 to 16 weeks from discovery through to vendor recommendation. Some clients ask us to stay involved into contract negotiation and early implementation planning. We will always shape the plan around your year end, busy periods and any major reorganisation.

Can you support both HRIS and payroll system RFPs together?

Yes. Many organisations now run combined HR and payroll system RFP support to reduce interfaces and improve data quality. We are comfortable working with integrated suites or best of breed models. Our requirements gathering and RFP pack will make clear when you need a single vendor, when you can split scope, and what integration points must be in place.

How do you stay independent from HR technology vendors?

We do not resell HR or payroll software and we do not earn commission from HRIS vendors. Our business model is based on services fees from clients alone. That means our HRIS RFP support and HRIS vendor shortlist advice is focused on what will work for you in the long term, rather than any referral arrangement.

What internal effort will be required from our team?

You will still need to free up key HR, payroll, finance and IT stakeholders for workshops, reviews and demos. We handle the heavy lifting of drafting documents, managing questions, chasing responses and preparing comparison outputs. Most clients find that structured HRIS RFP support actually reduces internal workload because activities are sequenced and coordinated rather than ad hoc.

Can you help if we already ran an RFP but are unhappy with the result?

Yes. We can review your existing HRIS RFP pack, responses and scoring to identify gaps or biases. Sometimes the answer is to refine the scoring matrix and run structured demos with a tighter shortlist, not restart from scratch. In other cases, we may recommend a fresh RFP based on clearer requirements and a revised vendor set, and we can guide you through that.

Do you provide templates we can reuse for future HRIS or HR tech RFPs?

As part of our HRIS RFP support we can supply tailored templates for requirements logs, RFP documents, scoring matrices and demo scripts. These are designed around your governance model so future projects can re use and adapt them, giving you a repeatable way to run HR technology vendor selection every time.