HRIS RFP Criteria That Matter
Most HRIS selections fail at evaluation design, not software quality. Weight criteria before demos, script the demo around your worst workflow, and price three years of total cost - implementation, support tiers and integration maintenance included.
Weight before you watch
Write scoring criteria and weights before any vendor contact, or the first polished demo sets your priorities for you. A defensible starting distribution:
| Criterion | Suggested weight |
|---|---|
| Fit to core workflows | 30% |
| Reporting and data export | 20% |
| Integration surface (API quality) | 15% |
| Implementation support | 15% |
| Total cost, three years | 15% |
| Vendor viability | 5% |
Script demos around your worst case
Ask every vendor to demonstrate your most awkward real scenario end-to-end: a multistate hire with garnishments mid-year, or off-cycle bonus runs with retro pay. Polished generic tours hide precisely what breaks in month two.
Price what lurks beyond license
- Implementation services, quoted against your employee count and states.
- Support tiers - what response time does the base contract buy?
- Integration upkeep when either side updates an API.
Data portability deserves contractual language, not marketing assurance - see exit data rights. And decide ownership up front: who should run the HRIS shapes every later decision. The structured approach here pairs with naming a single owner before demos begin.
Next
Frequently asked
Should HR or IT lead selection?
Both at the table; the workflow owner leads requirements while IT validates integration and security - see who-manages-HRIS tradeoffs.
How long should evaluation take?
Six to ten weeks for mid-size employers: requirements, scripted demos, references, negotiation.
Get matched with up to three PEOs
Answer six questions about your headcount, states and timeline. We shortlist providers that can actually serve you, and you choose which ones may contact you.
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