Sample HRP Corp 401

HR Payroll System (corporate version) - RFI / RFP Requirements Checklist
Revised 2010 Version (v4.01) SAMPLE
Sample of revised version (v4.01) published April 2010

Published by Axia Consulting Ltd, Spiere House, 17 New Road Avenue, Chatham, Kent ME4 6BA, United Kingdom.
Web: www.axia-consulting.co.uk Email: info@axia-consulting.co.uk
Copyright Axia Consulting Ltd 2010. All rights reserved.
This sample Checklist may be used for internal company purposes only. Reproducing, publishing or redistributing this sample Checklist is
prohibited. Axia Consulting Ltd gives no warranty (either expressed or implied) in relation to the quality, accuracy, performance and fitness for
purpose of this sample Checklist. Axia Consulting Ltd will not be liable for any loss or damage (whether directly or indirectly suffered), or any
consequential loss arising from the use of this sample Checklist.
This version of the 'HR Payroll System RFI/RFP Requirements Checklist' has been superceded.
For information about the latest version and to download a free sample, click the link below:
http://www.axia-consulting.co.uk/html/payroll_hr.html
This worksheet contains Instructions. Click the tabs at the bottom of the screen to access the Table of Contents and sample worksheets
INSTRUCTIONS
This Checklist may be used in multiple software system selection tasks, including: system requirements specification, RFI / RFP creation, vendor
response to RFI / RFP, evaluation and scoring of vendor response. Please refer to the appropriate instructions below.
The Checklist is based on UK and general HR Payroll systems, with additional USA, Canada, Australia and New Zealand specific requirements
detailed in worksheets 7 (Payroll) and 14 (HR). As appropriate:
Axia Checklist - HR Payroll System Sample
Instructions
Page: 1
- UK users should ignore worksheets 7 and 14 or

- USA, Canadian, Australian and New Zealand users should include worksheets 7 and 14 (relevant sections) and substitute these for the UK
equivalents.
1. Instructions for worksheets
Worksheet 1 (Business Analysis) requires a brainstorming approach to define the problems of your current system and outline your vision of the new
system. The responses in this worksheet form the basis for the subsequent worksheets.
Worksheets 2 - 24 have multiple columns to complete:
Column A (Ref) - functional criteria reference. Leave the reference numbers as they are or amend as required.
Column B (Functional Requirements) - review, amend, add to or delete as required, to tailor to your specific requirements.
Column C (Cu) - to note the function is currently used. The default is N(o). Change to Y(es) as appropriate.
Column D (Wt) - for importance weighting of a future requirement. An easy-to-use numerical weighting range is listed below, but other wider ranges
can be used. The default is 0 (zero). Change as appropriate.
- 4: a future requirement so vital, that if it is not available within the new software, then the software would automatically be excluded from the
selection process (suggest use sparingly)
- 3: an essential future requirement, without which the business would suffer
- 2: a desirable future requirement which would improve business performance
- 1: a nice (to have) future requirement which may be useful if included
- 0: not required (suggest delete 'not required' criteria to tidy up the requirements specification)
Column E (Sc) - for scoring the vendor response. An easy-to-use numerical scoring range is listed below, but other wider ranges can be used. The
default is 0 (zero). Change as appropriate.
- 3: requirement exceeded
- 2: requirement fully met
- 1: requirement partially met
- 0: requirement not met
Column F (WS) - for weighted score. Automatically calculated (Wt x Sc = WS). The results can be used to compare different software / vendor
solutions and how well they meet your requirements.
Instructions
Page: 2
Column G (Vendor Response) - for software vendors to fill in stating how their software meets your requirements. Information you are likely to need
from a vendor includes:
- the version number which supports the required function
- whether minor modifications (eg screen / layout changes) or major modifications (eg source code, interface routines) are required
- if not available within the current software, whether it will be included within a future release and if so the release number / due date
- whether the required function is available using a 3rd party software or is simply not available
All worksheets are completely flexible. Rows and columns may be resized. Data may be amended. Worksheets may be added or deleted.
All calculated figures are in coloured in orange, to assist easy recognition, however, the colour may be changed as desired. The worksheets use
simple Excel calculations (addition, multiplication etc) to calculate weighted scores, sub totals and totals. No macros are used. Calculations may be
altered as required. After changes have been made to the worksheets, it is recommended that the calculations are checked.
Worksheet 25 is a summary of module / vendor scores and weighted scores.
2. Instructions for System Requirements Specification

For optimum results, first complete worksheets 1 (Business Analysis) and 2 (HR Payroll System Overview) to provide your outline system
requirements. Then complete the detailed module worksheets 3 to 24 (omitting any which are not relevant) to provide your detailed HR Payroll system
requirements.
Take the opportunity to reconsider your current business processes and where these can, or need to be improved. Consider the technology
improvements you want from a new system. And consult with the present system users to ensure that all the relevant issues are identified.
Note the functions you currently use (in the Cu column) and then assess your future requirements and their importance / weighting (in the Wt column).
Should you have additional requirements, which are not listed, add these in and list their importance. Amend or delete any items as necessary.
Work the way that suits you - either on screen, on paper, or a mix of both.
The Checklist has been designed to print on single sheets of A4 size paper - for ease of printing. To print, select File > Print and choose Active Sheet
(to print individual worksheet) or Entire Workbook (to print all worksheets).
Once all the relevant worksheets and sections have been completed, review and amend as required.
Instructions
Page: 3
3. Instructions for RFI / RFP creation

Take the completed system requirements specification - either outline (for RFI ie from worksheets 1 and 2) or detail (for RFP ie from worksheets 3 to
24) and add the following as required eg
- covering letter
- your objectives for changing your systems
- organisation background details
- key selection steps and dates
- an outline of how the RFI responses will be evaluated
- how you would like the vendors to respond
- information requested from vendors
4. Instructions for software vendor response to RFI / RFP

Vendors to use Column G to respond to your software system requirements.
5. Instructions for evaluating and scoring software vendor response

Evaluate the vendor response for each functional criteria. Input a score (as suggested above) and let the Checklist automatically calculate 'weighted
scores'.
Use scores and weighted scores to compare the results of different software / vendor solutions.
Further information about RFP scoring guidelines, rating criteria for RFP's and other software selection resources may be found at:
http://www.axia-consulting.co.uk/html/resources.html
For information about the latest 'HR Payroll Software RFI/RFP Template'
and to download a free sample, click the link below:
Instructions
Page: 4
Table of Contents SAMPLE

(* worksheet excluded from this sample)
(** worksheet included within this sample)
Worksheet Section
Worksheets / Contents
Number of criteria
This version of the 'HR Payroll System RFI/RFP

Requirements Checklist' has been superceded.
For information about the latest version and
to download a free sample, click the link below:
Business Analysis*
1.1
1.2
1.3
1.4
1.5
1.6
1.7
124 criteria included within this worksheet
Business sector
Location analysis
Employee analysis
Number of system users
Present HR Payroll system(s)
Future HR Payroll system(s)
Outline budget for future HR Payroll system(s)
Overview - HR Payroll System Functions*
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
Common functional requirements

System wide functions
Advanced analytics and business intelligence
Payroll - core
Payroll - additional public sector requirements
Payroll - additional USA, Canada, Australia, New Zealand requirements
Payroll - for pensioners
Payroll bureau
Employee expenses
Table of Contents
Page: 5
Worksheet Section
2.10
2.11
2.12
2.13
2.14
2.15
2.16
2.17
2.18
2.19
2.20
2.21
2.22
2.23
Number of criteria
P11D (UK only)

HR - core
HR - additional public sector requirements
HR - additional USA, Canada, Australia, New Zealand requirements
Recruitment
Time and attendance / workforce management
Absence management
Talent management
Training
Health and safety records
Car fleet administration
Systems operations
Technology
Software system support
Detailed Functionality: System Wide

3
System Wide Functions*

3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
3.12
3.13
3.14
3.15
3.16
System / software quality accreditations

Internet / intranet
ESS (employee self service)
MSS (manager self service)
Employee portal
Workflow
Alerts
DIP (document image processing)
Euro / European Monetary Union
Compliance - Sarbanes Oxley (SOX)
Multi company, currency and lingual capability
Windows
Enquiry
SMS / text messaging
Reporting
e-reporting
Table of Contents
Page: 6
Worksheet Section
3.17
3.18
4
Number of criteria
e-documentation and forms

Links to other systems
Advanced Analytics and Business Intelligence*
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
4.9
4.10
4.11
Analytical system
Self-service
Dashboards
Analysis
Scorecards
Forecasts
Data warehouse
Data mining
Combined business intelligence and analytics
Integrated links
Statistics and volumes
Detailed HR Payroll System Functionality

5
Payroll - Core**
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
5.10
5.11
5.12
5.13
5.14
Legislation
Payroll types
Payroll frequency
Payroll set up
Employee details
Payments and allowances
Holiday pay methods
Tax credits
Statutory maternity, adoption and paternity pay (SMP, SAP, SPP)
Statutory and occupational sick pay ( SSP, OSP)
Profit related pay
Statutory deductions
Pensions contributions deductions
Voluntary deductions
Table of Contents
Page: 7
Worksheet Section
5.15
5.16
5.17
5.18
5.19
5.20
5.21
5.22
5.23
5.24
5.25
6
Number of criteria
General ledger and job costing codes

Expatriate payroll: additional requirements
Calculations and payroll pay run
Payment methods
Payment currency
Statutory reports and end-of-year returns
Payroll management reports
e-Payroll
Online filing
Integrated links
Payroll - Additional Public Sector Requirements*
6.1
6.2
6.3
6.4
6.5
6.6
6.7
7
Pay grades / spine points

Multiple jobs / posts
Pay and pay rates
Grade reviews and spine uplifts
Reports
Integrated links
Payroll - Additional USA, Canada, Australia, New Zealand Requirements*
7.1
7.1.1
7.1.2
7.1.3
7.1.4
7.1.5
7.1.6
7.1.7
7.1.8
Additional USA payroll requirements

Set up
Salaries and wages
Benefits
Deductions
Payroll processing
Payments
Payroll reporting
Employee online access to payroll information
7.2
7.2.1
Additional Canadian payroll requirements

Set up
Table of Contents
Page: 8
Worksheet Section
7.2.2
7.2.3
7.2.4
7.2.5
7.2.6
7.2.7
Salaries and wages

Benefits
Deductions
Payroll processing
Payments
Payroll reporting
7.3
7.3.1
7.3.2
7.3.3
7.3.4
7.3.5
7.3.6
7.3.7
Additional Australian payroll requirements

Set up
Salaries and wages
Benefits
Deductions
Payroll processing
Payments
Payroll reporting
7.4
7.4.1
7.4.2
7.4.3
7.4.4
7.4.5
7.4.6
7.4.7
Additional New Zealand payroll requirements

Set up
Salaries and wages
Benefits
Deductions
Payroll processing
Payments
Payroll reporting
Number of criteria
Payroll - for Pensioners*

8.1
8.2
8.3
8.4
8.5
8.6
8.7
General
Rules
Pension plans and calculations
Pension payment
Reports
Integrated links
Payroll Bureau*
Table of Contents
Page: 9
Worksheet Section
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.10
10
Number of criteria
Common bureau features

Bureau categories
Local customer (front-end) system
Data input
Processing pay run
Output
Processing year end
Support services
Integrated links
Employee Expenses*
10.1
10.2
10.3
10.4
10.5
10.6
10.7
10.8
10.9
10.10
11
In-house or hosted system

System configuration
Expenses processing
Payments
e-Expenses
Corporate credit / payment cards
e-Travel
Reports and analysis
Integrated links
P11D (UK only)*
11.1
11.2
11.3
11.4
11.5
11.6
11.7
11.8
11.9
P11D system set up

Taxable employee benefit data
Data capture
Data adjustments
P11D calculations
P11D help and assistance
P11D forms and reports
Information issued to employees
Information submitted to UK HMRC
Table of Contents
Page: 10
Worksheet Section
11.10
11.11
12
Number of criteria
Integrated links
HR - Core**
12.1
12.2
12.3
12.4
12.5
12.6
12.7
12.8
12.9
12.10
12.11
12.12
12.13
12.14
12.15
12.16
12.17
12.18
12.19
12.20
13
Legislation
HR set up
Basic employee details
Employee pay and bank details
Employee benefits administration
Job position history
Previous employment history
Employee history
Education and academic qualifications
ESS (Employee Self Service)
MSS (Manager Self Service)
Employee surveys
HR professional portal
Grievance and discipline
Employee identity (id) card
Employee correspondence
Exit interview
HR management reports and analytics
Integrated links
HR - Additional Public Sector Requirements*
13.1
13.2
13.3
13.4
13.5
13.6
13.7
13.8
Job posts
Grading structures
Shift rota
UK College and university additional requirements
UK NHS additional requirements
UK Social Services additional requirements
Reporting
Analytics
Table of Contents
Page: 11
Worksheet Section
13.9
13.10
14
15
Number of criteria
Integrated links
HR - Additional USA, Canada, Australia, New Zealand Requirements**
14.1
14.1.1
14.1.2
14.1.3
14.1.4
14.1.5
14.1.6
14.1.7
Additional USA HR requirements

Compliance
HR core
Pay and benefits
HR reporting
Recruitment
Training
Occupational safety and health
14.2
14.2.1
14.2.2
14.2.3
14.2.4
14.2.5
14.2.6
14.2.7
Additional Canadian HR requirements

Compliance
HR core
Pay and benefits
HR reporting
Recruitment
Training
Health and safety
14.3
14.3.1
14.3.2
14.3.3
14.3.4
Additional Australian HR requirements

Compliance
HR core
Pay and benefits
Occupational health and safety
14.4
14.4.1
14.4.2
14.4.3
Additional New Zealand HR requirements

Compliance
Pay and benefits
Recruitment**
Table of Contents
Page: 12
Worksheet Section
15.1
15.2
15.3
15.4
15.5
15.6
15.7
15.8
15.9
15.10
15.11
15.12
15.13
15.14
16
Number of criteria
Vacancy recording
Selection process
Application forms
Applicant details
Pre-employment / applicant checks
Immigration compliance
Applicant selection
Applicant tracking
Letter production
Convert applicant to employee
e-recruitment and selection
Reports
Integrated links
Time and Attendance / Workforce Management*
16.1
16.2
16.3
16.4
16.5
16.6
16.7
16.8
16.9
16.10
16.11
17
Resource (workforce) planning

Resource (workforce) scheduling
Time data
Timesheet design
Additional equipment requirements
Data capture and processing
Monitoring and analysis
WTD (Working Time Directive)
Reports
Integrated links
Absence Management*
17.1
17.2
17.3
17.4
17.5
Absence details
Annual leave (holiday) entitlement
Leave tracking
Maternity, adoption and paternity leave
Other authorised and unauthorised absence(s)
Table of Contents
Page: 13
Worksheet Section
17.6
17.7
17.8
17.9
17.10
17.11
18
Number of criteria
Sickness recording / certificates and statements

Absence cost
Absence reporting
e-absence
Integrated links
Talent Management*
18.1
18.2
18.3
18.4
18.5
18.6
18.7
18.8
18.9
18.10
18.11
18.12
18.13
18.14
19
Job evaluation, competency and skills management

Compensation management
Manpower planning
Employee development
Succession planning
Appraisal
e-Appraisal
Goal setting
Employee performance records / diary
Continuous peer review
Pay for performance
Reports
Integrated links
Training*
19.1
19.2
19.3
19.4
19.5
19.6
19.7
20
Training administration
Employee training records
CPD (Continuing Professional Development)
IIP (Investor in People) accreditation (UK only)
e-Learning
Integrated links
Health and Safety Records Administration*
Table of Contents
Page: 14
Worksheet Section
20.1
20.2
20.3
20.4
20.5
21
Number of criteria
Health tests
Accident and incident - recording and reporting
Risk management
Integrated links
Car Fleet Administration*
21.1
21.2
21.3
21.4
21.5
21.6
21.7
21.8
21.9
Vehicle details
Vehicle details for UK taxation purposes
Ongoing vehicle usage and costs
Driver details
Disposal of vehicle
Correspondence
Reports
Integrated links
Operations, Technology and Support

22
Systems Operations*
22.1
22.2
22.3
22.4
22.5
22.6
22.7
22.8
23
System reliability
Operational efficiency
System performance
User productivity assistance
Data processing and systems control
Data volumes and quality
Security
Backup and recovery
Technology Requirements*
23.1
23.2
Application software
Databases
Table of Contents
Page: 15
Worksheet Section
23.3
23.4
23.5
23.6
23.7
23.8
23.9
23.10
23.11
23.12
23.13
23.14
23.15
23.16
23.17
23.18
23.19
24
Number of criteria
Database administration and monitoring tools

Operating systems - mainframes
Operating systems - servers
Operating systems - clients (PC's / Mac's)
XML
XBRL (eXtensible Business Reporting Language)
Operating systems - networks
Network types
Network configuration
Cloud services: SaaS (Software as a Service)
ASP (Application Service Provider) / Hosted
Internet access
Internet hosting
Hardware platforms - mainframe / mid range / server
Hardware platforms - workstation / client
Hardware - wireless / portable devices
Hardware - other requirements
Software / System Support*
24.1
24.2
24.3
24.4
24.5
24.6
Sources of support
Vendor quality accreditations
Vendor / support organisation expertise and reputation
Implementation assistance
Training
Maintenance and support
Summary Scores
25
Summary of Module / Vendor Scores

Total of 4698 criteria included within this Checklist
Table of Contents
Page: 16
Worksheet Section
Number of criteria
Table of Contents
Page: 17
Payroll - Core SAMPLE
Ref.
Payroll - Core Requirements
Cu
Wt
Sc
WS
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response

Summary
5.1
5.2
5.3
5.4
5.5
5.6
5.7
5.8
5.9
5.10
5.11
5.12
5.13
5.14
5.15
5.16
5.17
5.18
Legislation
Payroll types
Payroll frequency
Payroll set up
Employee details
Holiday pay methods
Tax credits
Statutory maternity, adoption and paternity pay (SMP, SAP, SPP)
Statutory and occupational sick pay ( SSP, OSP)
Profit related pay
Payment methods
5. Payroll - Core
Page: 18
Ref.
5.19
5.20
5.21
5.22
5.23
5.24
Payment currency
e-Payroll
Online filing
Integrated links
Cu
Wt
Sub total
5.25
5.1
Legislation
4 criteria included within this section
5.2
Payroll types
5.3
Payroll frequency
5.4
Payroll set up
5.4.1
5.4.2
5.4.3
5.4.4
5.4.5
5.4.6
5.4.7
5.4.8
Unlimited number of payrolls (companies / pay groups)

Payroll / pay group numbering eg alpha numeric
Configurable organisation structure
Copy company facility for rapid payroll set up
Configurable payroll calendar
Configurable payroll calculation rules
Test payroll rules, view calculation results
Unlimited number of employees within each payroll
plus 7 more criteria included within this section
5.5
Employee details
N
N
N
N
N
N
N
N
5. Payroll - Core
0
0
0
0
0
0
0
0
Sc
WS
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response
Page: 19
Ref.
5.6
5.6.1
5.6.2
5.6.3
5.6.4
5.6.5
5.6.6
5.6.7
Salary and wage payments processed

Pay based on fixed salary, hours worked x rate, or piece rates
Configurable input formats
Import hours worked from time and attendance module or,
Manual or batch data entry of hours from employee time sheets or,
Remote time data capture, approval and import
Batch import routines eg spreadsheet file import
5.7
Holiday pay methods

5.8
Tax credits
5.9
Statutory maternity, adoption and paternity pay

5.10
Statutory and Occupational Sick Pay (SSP, OSP) - also see section 17.6
5.11
Profit Related Pay

5.12
5.13

5.14
5.15
5. Payroll - Core
Cu
Wt
Sc
WS
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response
Page: 20
Ref.
Cu
Wt
Sc
WS
N
N
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response

5.16
5.16.1
5.16.2
5.16.3
5.16.4
5.16.5
5.16.6
5.16.7
5.16.8
5.16.9
5.16.10
Handle expatriate payroll data

Flexible expatriate payroll rules
Dual contracts
Multiple methods of gross up
Employers NIC exemptions
Tax exemption percentage automatically calculated
Net to gross calculations on individual pay components
Employer pays employee NIC
Multi currency payments
Payments made into overseas accounts
5.17
5.17.1
5.17.2
5.17.3
5.17.4
5.17.5
5.17.6
5.17.7
5.17.8
5.17.9
5.17.10
5.17.11
5.17.12
5.17.13
5.17.14
5.17.15
Gross to net calculations

Net to gross calculations
Parameterised calculation formulae
Configurable rules based calculations
Averaging calculations
Multiple payment and deduction formulae
Pro rata calculations eg for starters and leavers
Data and calculation validation
Automatic payroll calculation
Delete miscalculated salaries / wages (subject to security)
Override calculated figures facility (subject to security)
Batch process, for individual or groups of payrolls
User controls which payrolls are included in which batch run
Real-time pay run for each employee as data is entered
Retroactive / back pay calculations
5.18
Payment methods
5. Payroll - Core
Page: 21
Ref.
5.19
Payment currency
5.20

5.21

5.22
e-Payroll
5.23
Online filing
5.24
Integrated links, with:

Cu
Sub total
5.25
Wt
Sc
WS
Vendor Response

14 statistics included within this section
5. Payroll - Core
Page: 22
12
HR - Core SAMPLE
Ref.
HR - Core Requirements
Cu
Wt
Sc
WS
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response

Summary
12.1
12.2
12.3
12.4
12.5
12.6
12.7
12.8
12.9
12.10
12.11
12.12
12.13
12.14
12.15
12.16
12.17
12.18
Legislation
HR set up
Employee history
Employee surveys
Exit interview
12. HR - Core
Page: 23
Ref.
12.19
Integrated links
Cu
Wt
Sub total
12.20
12.1
Legislation
12.2
HR set up
12.2.1
12.2.2
12.2.3
12.2.4
12.2.5
12.2.6
12.2.7
12.2.8
Unlimited number of companies, business units, divisions, departments, locations or

organisational groups
Overlapping groups ie employees within a department, within a business unit
User definable alpha numeric codes for structures / organisational groups
Support different types of organisational structures
Support concurrent multiple organisation structures
Copy company / group facility for rapid set up
Review and amend organisational structures (subject to authorisation)
"Drag and drop" changes to graphical organisation structures
12.3

12.4

12.5

12.6

12.7
12. HR - Core
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
Sc
WS
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response
Page: 24
Ref.
Cu
Wt
Sc
WS
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
0
0
0
0
0
0
N
N
0
0
0
0
0
0
N
N
0
0
0
0
0
0
Vendor Response

12.8
Employee history
12.9

12.10

12.10.2
ESS - time and attendance tasks (see section 16.6.2)
12.10.2.1
12.10.2.3.5
12.10.2.3.6
Enter time sheets, working times for activities or projects

Automatically submit time sheet to manager for approval and once approved,
automatically post to payroll
Manage absences from work eg:
- enter absence details
- view absence calendar
- input sickness details
- view holiday / leave / PTO (paid time off) entitlement and days taken
- enter holiday / leave / PTO requests and automatically submit to manager for
approval
- request time off for any other reason eg unpaid leave, jury duty
12.10.3
ESS - travel and expenses tasks (see sections 10.5 and 10.7)
12.10.3.1
12.10.3.2
12.10.3.3
Enter travel requests, for manager approval

Access and book business travel arrangements
Enter expenses and automatically submit to manager for approval and once approved,
automatically post for payment
12.10.4
ESS - payroll and benefits tasks
12.10.2.2
12.10.2.3
12.10.2.3.1
12.10.2.3.2
12.10.2.3.3
12.10.2.3.4
12.10.4.1
Routine payroll administration tasks eg:
12.10.4.1.1 - changing bank accounts (in which to receive net pay)
12. HR - Core
Page: 25
Ref.
12.10.4.1.2
12.10.4.1.3
12.10.4.1.4
12.10.4.1.5
12.10.4.1.6
12.10.4.1.7
- view pay slips and pay history

- amend voluntary payroll deductions
- view employee benefits available
- view benefits subscribed to, current transactions, payment history
- quick enrolment
- request salary advance or loan
12.11
12.11.1
12.11.2
12.11.3
12.11.4
12.11.5
12.11.6
12.11.7
12.11.8
12.11.9
12.11.10
12.11.11
Access to ESS for whole of manager's department plus wider access level for manager
View / maintain, personal and department's information, any time, anywhere, 24/7
Delegate work, tasks to team members, or others
Set up or arrange team events, meetings
Approve employee time sheets and expenses
Travel approvals
View departmental calendar of planned absences
Approve employee holiday / leave / PTO and absence requests
Access sickness absence
Absence analysis
Nominate and / or approve training course requisitions
Access to compensation (pay, benefits and non cash items) for departmental
employees
Request or perform salary reviews and pay increases, for individual or groups of
employees, either in review periods or on an ad hoc basis
Pay increases automatically routed for approval and then processing within payroll
Nominate employees for rewards, recognitions
Open job requisitions (with or without system automatically checking headcount to
ensure not exceeding approved limit)
Manage vacancies
Review work permits, licences, skills
Nominate employee for a vacancy
Add new employees
Carry out promotions and reclassifications
Perform job transfers
Amend employee details
12.11.12
12.11.13
12.11.14
12.11.15
12.11.16
12.11.17
12.11.18
12.11.19
12.11.20
12.11.21
12.11.22
12.11.23
12. HR - Core
Cu
Wt
Sc
WS
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
0
0
0
0
0
0
0
0
0
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response
Page: 26
Ref.
12.11.24
12.11.25
12.11.26
Appraisals and performance reviews

Employee termination
Employee requests
12.12
Employee surveys
12.13
12.14

12.15

12.16
12.17
Exit interview
12.18

12.19

Sub total
12.20
Cu
Wt
Sc
WS
N
N
N
0
0
0
0
0
0
0
0
0
Vendor Response

12. HR - Core
Page: 27
Ref.
Cu
Wt
Sc
WS
Vendor Response
12. HR - Core
Page: 28
14
HR - Additional USA, Canada, Australia

and New Zealand Requirements SAMPLE
Ref.
HR - Additional USA, CA, AU, NZ Requirements
Cu
Wt
Sc
WS
Vendor Response

Summary
14.1
14.1.1
14.1.2
14.1.3
14.1.4
14.1.5
14.1.6
14.1.7

Compliance
HR core
Pay and benefits
HR reporting
Recruitment
Training
Sub total
14.2
14.2.1
14.2.2
14.2.3
14.2.4
14.2.5
14.2.6
14.2.7

Compliance
HR core
Pay and benefits
HR reporting
Recruitment
Training
Health and safety
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
14. HR - Additional USA, Canada, Australia and New Zealand Requirements
Reference:
USA, CA, AU, NZ to UK sections
Compliance -> 12.1
HR core -> 12
Pay and benefits -> 12.4, 12.5
HR reporting -> 12.18
Recruitment -> 15
Training -> 19
Occ. safety and health -> 20
Page: 29
Ref.
14.3
14.3.1
14.3.2
14.3.3
14.3.4
14.4
14.4.1
14.4.2
14.4.3
Cu
Wt
Sc
WS
Sub total
Sub total
0
0
0
0
0
0
0
0
0
0
Sub total
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0

Compliance
HR core
Pay and benefits
Occupational health and safety

Compliance
Pay and benefits
14.1
14.1.1
Compliance (additional USA requirements)

14.1.2
HR core (additional USA requirements)

14.1.3
Pay and benefits (additional USA requirements)

14.1.3.3
Health and welfare plans
14.1.3.3.1
14.1.3.3.1.1
14.1.3.3.1.2
14.1.3.3.1.3
14.1.3.3.1.4
Handle multiple employee health and welfare plans eg:

- HMO (Health Maintenance Organization) plans
- POS (Point of Service) plans
- PPO (Preferred Provider Organization) plans
- HSA (Health Savings Account) plans
N
N
N
N
N
0
0
0
0
0
Vendor Response
Page: 30
Ref.
Cu
Wt
Sc
WS
14.1.3.3.1.5 - Dependent Care Reimbursement plans (for childcare expenses)

- Section 529 Education Savings (Qualified State Tuition Program) plans for saving for
14.1.3.3.1.6 children's higher education
14.1.3.3.2 Employee health and welfare plans covering:
14.1.3.3.2.1 - medical insurance
14.1.3.3.2.2 - dental plans
14.1.3.3.2.3 - prescription drugs plans
14.1.3.3.2.4 - vision care plans
14.1.3.3.2.5 - life assurance / accident insurance
14.1.3.3.2.6 - employee assistance plans
14.1.3.3.2.7 - wellness plans
N
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
14.1.3.3.2.8 - disability plans: short term (salary continuance - full or reduced rate for a few months)
14.1.3.3.2.9 - disability plans: long term disability benefits
14.1.3.3.2.10 - childcare
14.1.3.3.2.11 - education
14.1.3.3.2.12 - other health / welfare plans, state:
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
0
0
0
0
0
0
0
0
0
N
N
N
0
0
0
0
0
0
0
0
0
14.1.3.4
PTO (Paid Time Off)
14.1.3.4.1
14.1.3.4.2
14.1.3.4.3
14.1.3.4.4
Multiple PTO options including:

Holidays (statutory eg Independence Day, Labor Day)
Vacation days - variable / in proportion to length of service
Sick leave
14.1.4
HR reporting (additional USA requirements)
14.1.4.1
HR Statutory reporting
14.1.4.1.1
14.1.4.1.1.1
14.1.4.1.1.2
Compliance reporting:
- Employee EEOC details, EEO-1
- IRCA eg form I-9
- OSHA eg OSHA 300, OSHA 301, occupational injuries logs and records, toxic
substance exposure
- Vets-100 (Federal Contractor Program / Veterans reporting requirements)
- ADA eg tracking disability information, accommodations made in support of ADA
14.1.4.1.1.3
14.1.4.1.1.4
14.1.4.1.1.5
Vendor Response
Page: 31
Ref.
14.1.4.1.1.6
14.1.4.1.1.7
14.1.4.1.1.8
14.1.4.1.1.9
14.1.4.1.1.10
14.1.4.1.2
14.1.4.1.3
14.1.4.1.4
- ADEA eg payroll reports, employee time cards, job advertisements

- FMLA eg employee pay and benefits plans, employee disputes, leave dates
- FLSA eg employment applications, employee details, employment contracts
- ERISA eg retirement plan records
- HIPAA
Suite of standard Federal forms / interactive reporting forms, that may be used, saved,
printed
IRS forms
W-2's, W-3's, W-4's
14.1.4.2
HR management reporting
14.1.4.2.1
14.1.4.2.2
14.1.4.2.3
14.1.4.2.4
PTO balances and earnings

COBRA eligibility notification letters for departing employees
Employee absenses
Historical reporting capability
Checklist to ensure all required forms are completed / issued eg organization
14.1.4.2.5 compliance forms, employee forms
14.1.4.2.6 Labor productivity reports eg
14.1.4.2.6.1 - labor productivity by division, department, manager
14.1.5
Recruitment (additional USA requirements)

14.1.6
Training (additional USA requirements)

14.1.7
Occupational safety and health (additional USA requirements)

Sub total
Cu
Wt
Sc
WS
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
0
0
0
0
0
0
0
0
0
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
0
0
0
0
0
0
0
0
0
Vendor Response
Page: 32
Ref.
14.2
14.2.1
Compliance (additional Canadian requirements)

14.2.2
HR core (additional Canadian requirements)

14.2.3
Pay and benefits (additional Canadian requirements)

14.2.4
HR reporting (additional Canadian requirements)

14.2.5
Recruitment (additional Canadian requirements)

14.2.6
Training (additional Canadian requirements)

14.2.7
Health and safety (additional Canadian requirements)

Cu
Sub total
14.3
14.3.1
Compliance (additional Australian requirements)

14.3.2
HR core (additional Australian requirements)

Wt
Sc
WS
Vendor Response
Page: 33
Ref.
14.3.3
Pay and benefits (additional Australian requirements)

14.3.4
Occupational Health and Safety (additional Australian requirements)

14.4
14.4.1
Compliance (additional New Zealand requirements)

14.4.2
Pay and benefits (additional New Zealand requirements)

14.4.3
Occupational safety and health (additional New Zealand requirements)

Cu
Wt
Sc
WS
Sub total
Sub total
Vendor Response
Page: 34
15
Recruitment SAMPLE
Ref.
Recruitment Requirements
Cu
Wt
Sc
WS
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response

Summary
15.1
15.2
15.3
15.4
15.5
15.6
15.7
15.8
15.9
15.10
15.11
15.12
15.13
Vacancy recording
Selection process
Application forms
Applicant details
Applicant selection
Applicant tracking
Letter production
Reports
Integrated links
Sub total
15.14
15. Recruitment
Page: 35
Ref.
15.1
Vacancy recording
15.1.1
15.1.2
15.1.3
15.1.4
15.1.4.1
15.1.4.2
15.1.4.3
15.1.4.4
15.1.5
15.1.6
15.1.7
15.1.8
15.1.9
15.1.9.1
15.1.9.2
15.1.9.3
15.1.9.4
15.1.9.5
15.1.9.6
15.1.9.7
Job profiling
Unlimited position attributes, qualifications, skills, experience required
Position to be held by one person, or by multiple people
Vacancy details eg:
- job title, description, grade, department, job share
- employment terms, pay details
- job requirements
- person specification
Unlimited vacancies held on database
Manager associated with vacancy
Vacancy advertisements
Vacancy (advertisement) response analysis
Graduate recruitment including:
- multiple graduate recruitment programmes
- vacancy / applicant skill profiling
- multiple dates eg term dates, graduation date
- multiple addresses eg term time and home
- contact details eg mobile phone number, email
- university or college details
- degree details
15.2
Selection process
15.2.1
15.2.2
15.2.3
15.2.4
Unlimited recruitment / selection processes, with multiple configurable recruitment

stages
Multiple vacancy status
Unlimited details of recruitment sources
Recruitment campaigns
15.3
Cu
Wt
Sc
WS
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
Vendor Response
Application forms
15. Recruitment
Page: 36
Ref.
15.4
Applicant details
15.5

15.6
15.7
Applicant selection
15.8
Applicant tracking
15.9
Letter production
15.10

15.11

15.11.1
Recruitment via Intranet / Internet / Corporate website
15.11.1.1
15.11.1.2
15.11.1.3
15.11.1.4
Automated administration tasks covering the whole recruitment and selection process
Online recruitment of internal and external applicants
Applicant data held in stand-alone database, with secure access and linked to
corporate website or
Part of the HR database
15.11.2
Vacancies
15.11.2.1
Automatically create vacancy from employee's known leaving date
15. Recruitment
Cu
Wt
Sc
WS
N
N
0
0
0
0
0
0
N
N
0
0
0
0
0
0
Vendor Response
Page: 37
Ref.
15.11.2.2
15.11.2.3
15.11.2.4
15.11.2.5
15.11.2.6
15.11.2.7
15.11.2.8
15.11.2.9
15.11.2.10
15.11.2.11
15.11.2.12
15.11.2.13
15.11.2.14
15.11.2.15
15.11.2.16
Cu
Wt
Sc
WS
Review / amend vacancy

Create, edit and authorise job requisitions
Job library - for quick job requisition or description templates
Link requisition with job description
Job posting queuing and authorisation
Track and manage all open requisitions
Job advertisement templates
Vacancies, job descriptions and requirements advertised on corporate website, jobs
board, intranet, or specialist recruitment websites
N
N
N
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
Vacancy tables - listing vacancies and links to job descriptions and further information
Direct the posting of vacancies towards internal or external candidates
Email (latest) vacancies to (all or selected) applicants
Configurable recruitment workflow processes eg dependent upon the post, the desired
number of interviews, reference / background checks, managers involved
Publish recruitment process - internally and optionally externally (with vacancy)
Stop specified vacancies from being published
Accept applications from agency website(s)
N
N
N
0
0
0
0
0
0
0
0
0
N
N
N
N
0
0
0
0
0
0
0
0
0
0
0
0
15.12
Reports
15.13

Sub total
15.14
Vendor Response

15. Recruitment
Page: 38
Ref.
Cu
15. Recruitment
Wt
Sc
WS
Vendor Response
Page: 39

Sample HRP Corp 401

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HR Payroll System (corporate version) - RFI / RFP Requirements Checklist

Revised 2010 Version (v4.01) SAMPLE

Sample of revised version (v4.01) published April 2010

- UK users should ignore worksheets 7 and 14 or

Axia Checklist - HR Payroll System Sample

2. Instructions for System Requirements Specification

Axia Checklist - HR Payroll System Sample

3. Instructions for RFI / RFP creation

4. Instructions for software vendor response to RFI / RFP

5. Instructions for evaluating and scoring software vendor response

Axia Checklist - HR Payroll System Sample

Table of Contents SAMPLE

This version of the 'HR Payroll System RFI/RFP

124 criteria included within this worksheet

339 criteria included within this worksheet

Common functional requirements

Axia Checklist - HR Payroll System Sample

P11D (UK only)

Detailed Functionality: System Wide

System Wide Functions*

344 criteria included within this worksheet

System / software quality accreditations

Axia Checklist - HR Payroll System Sample

e-documentation and forms

238 criteria included within this worksheet

Detailed HR Payroll System Functionality

478 criteria included within this worksheet

Axia Checklist - HR Payroll System Sample

General ledger and job costing codes

59 criteria included within this worksheet

Pay grades / spine points

Additional USA payroll requirements

Additional Canadian payroll requirements

Axia Checklist - HR Payroll System Sample

376 criteria included within this worksheet

Salaries and wages

Additional Australian payroll requirements

Additional New Zealand payroll requirements

Payroll - for Pensioners*

51 criteria included within this worksheet

Axia Checklist - HR Payroll System Sample

106 criteria included within this worksheet

Common bureau features

148 criteria included within this worksheet

In-house or hosted system

85 criteria included within this worksheet

P11D system set up

Axia Checklist - HR Payroll System Sample

443 criteria included within this worksheet

112 criteria included within this worksheet

Axia Checklist - HR Payroll System Sample

Additional USA HR requirements

Additional Canadian HR requirements

Additional Australian HR requirements

Additional New Zealand HR requirements

Axia Checklist - HR Payroll System Sample

287 criteria included within this worksheet

190 criteria included within this worksheet

Resource (workforce) planning

171 criteria included within this worksheet

114 criteria included within this worksheet

Axia Checklist - HR Payroll System Sample

Sickness recording / certificates and statements