5 things to avoid in your Tender document


HR Software, Payroll Software, HRIS

“Belt and braces” is a very good attitude to have, although it can be very irritating for others! Some people are diligent because they want to do things right, others because they want to cover themselves, and most of the rest a combination of the two.

One of the issues we have encountered in particular in all sectors concerns the preparation of specifications for new HR software or other HRIS. These range from formalised Invitations to Tender (ITT) through to lists of required features and benefits.

Here are the 5 most common problems encountered by vendors when they receive them:

1. The specifications are just too big – don’t prepare a 70 page document, as many vendors don’t have the bandwidth to handle many of them; many of them prefer to follow more qualified leads.

2. Asking for things without giving context – saying things like “the application must facilitate our Absence reporting procedure” is impossible to assess, so give an example of how this can work. Don’t use vague terms like “Push-button reporting”.

3. The specifications are too detailed – describing every single process is tedious and superfluous; many HR, Payroll and other HRIS are quite generic in many of their functions.

4. Too much unnecessary customisation – if you seem to be requesting a lot of customisation, then it’s likely that you are replicating unnecessary process elements carried over from your current position. Take advantage of the technology to streamline your working processes.

5. Deadlines too tight – you have to be realistic. Are you in a position to move quickly? Is your data for migration accurate? Do you have a compendium of all your Rules ready for assimilation into the program? Allow plenty of time. If you are looking to source Payroll software, then allow at least two parallel runs.