1 human resource management systems chapter 6: hrms vendors joseph y-w. deng [email protected]
TRANSCRIPT
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Chapter Outline Identifying Vendors Communicating with Vendors Evaluating Vendors
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Introduction Vendors for
HRMS consultants, software, hardware, and systems
Choose vendors who are Experienced Reliable
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Identifying Vendors What type of vendor do we need? Where is the vendor? Who can provide me the right
stuff?
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Types of Vendors Manufacture’s representatives Systems development houses Value-added resellers (VAR)
Remarketing someone else’s product Software brokers Service bureaus Time-share utilities Turnkey vendors
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Types of Vendors (cont’d) Bigger does not necessarily mean
better Some small firms deliver superior
software products and services Choose the professional one!
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Locating Vendors Web search Computer
manufactures Other users Trade
associations Human resources
trade publications
Computer and information system publications
Human resource conferences
Directories Mail order and
catalogs Consultants
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Fig 6-1
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Doing Preliminary Vendor Screening Telephone contact and meeting Consider the quality of interactions
with each vendor Check financial stability of the
vendor Check successful stories
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Vendor Marketing Language
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Doing Preliminary Vendor Screening (cont’d) Tough questions
How long has the vendor been in business? Is the vendor experienced in the client’s
business? How many HRMS applications has the
vendor already installed? Does the vendor provide a firm guarantee? Does the vendor provide implementation
support? Does the vendor offer training?
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Communicating with Vendors Formal vendor selection process
Request for information (RFI) Request for proposal (RFP) Vendor evaluation
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Request for Information Request for information or interest
Send a letter to vendors asking for an expression of interest
Describe the project in one or two pages Request potential vendors provide an
expression of interest and a list of their qualifications
Get the name of a primary contact to whom the project team send the RFP
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Request for Proposal Describe in detail the customer’s
ideal computer system in terms of requirements
Ask each qualified vendor to submit a bid
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Importance of RFP The RFP defines the user’s goals
and requirements The RFP simplifies the decision-
making process The RFP reduces the potential for
errors The RFP reduces the chances for
disagreements
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Components of an RFP Introduction
Business profile Statement of objectives
Proposal instructions Functional requirements Vendor requirements RFP administrative information
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RFPIntroduction Overall understanding of the
organization HRMS requirements HRMS operating environment Profile the potential client and its HR
department Briefing of the technical
environment
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RFPProposal Instructions Brief but concrete Bidders should propose only currently
available capabilities Outline the expected proposal
Introduction Functional requirements Vendor requirements Proposal costs appendix
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RFPFunctional Requirement The largest part of the RFP Describe what the system must do List each line-item requirement
and ask vendors to comment on their ability to meet these requirements
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RFPVendor Requirements Appears in question form
Product name, version, release level, history Vendor provides a list of references of
other clients whose needs have been similar to those described in the RFP
Inquires about standard and optional training, conversion, acceptance testing processes, implementation support, and procedures for fixing bugs
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RFPAdministrative Information Nondisclosure of the RFP itself Schedule for the proposal process, vendor
selection, and implementation, including the deadline for submitting the proposal and bid
Policy on further inquiries regarding the RFP Proposal submission requirements Required affirmations Time, place, and purpose of any bidders’
conference Requirements for demonstration of proposed
system
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RFPAdministrative Information Provision for consideration of alternative proposals Request for itemization of products, services Request for bidders to quote price in specific terms Request for bidders to agree to append to the
contract Request for vendors’ standard contracts or license
agreements Agreement that all costs associated with proposal
development and submission and with system demo. Agreement that withdrawal and return or disposal of
proposals of the unsuccessful bidders is a joint responsibility
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Distributing the RFP Send the RFP to about three
vendors of any one type
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Evaluating Vendors Evaluating RFP responses Evaluating product demonstration Checking references Evaluating HRMS documentation