Invitation To Tender Template

Many Organisations are often unclear as to how to approach the sourcing of their HR and payroll solutions.

Larger Private sector and most of the Public sector use a methodology known as Invitation To Tender (ITT) which is exhaustive and designed to clarify every possible requirement. This methodology, commendable as it is, still has its drawbacks not the least being that vendors dislike the protracted time scales and labour-intensity of the process. Perhaps the main problem from the client point of view is that that you can source the ideal solution but you still need the right people and processes to make it work.
Nevertheless, regardless of sector, it is always good to have structure in your quest for the right HR and Payroll software. Accordingly, we give below a sample of an Invitation to Tender that is an amalgam of some that have been done by our consultancy arm in recent times, in order to give some idea of what is required. This can be used as a template for modelling your own version.

Sample Invitation to Tender


1 Introduction

1.1 Background of Organisation

2 Project

2.1 Scope of Project

2.2 Project Goals and Objectives

3 Background

3.1 Technical Environment

3.1.1 Servers

3.1.2. Clients

3.1.3 Internet

3.2 Current Business Systems

3 Scope and Scale of Systems

3.1 Scope

3.2 Scale

4 General Requirements

5 Detailed Functional Requirements

5.1 Payroll Application

5.1.1 Requirements Pay Elements Deduction Elements Charge Elements Personal Data Absence

5.1.2 Processing of Data

5.1.3 Payments

5.1.4 Payslips

5.1.5 Reporting

5.1.6 Year End

5.1.7 Administration Requirements/Support

5.2 Human Resources Application

5.2.1 Core Employee Database Data Import Document Attachment Employee Number Generation Employee Relations Help Job Evaluation Organisation Charting Performance Appraisal Triggered Alerts Work Flow

5.2.2 Report Writer Catalogue Usage Graphics Integration

5.2.3 Absence Management Capacity Leave Calculation Alerts Self Service

5.2.4 Recruitment e-recruitment Recruitment Administration Pre-Qualification Process Monitoring Data

5.2.5 Training Capability Data Capture & Reporting Self Service Access

5.2.6 Self Service Scope Payroll Linkage

6 Supplier Information Required

6.1 General Information

6.2 Application Features

6.3 Technical Specification

6.4 Cost

6.5 Implementation

6.6 Evidence of Capacity to Deliver Contract Requirements

6.7 Financial Information

6.7 Terms & Conditions

7 Management of the Tender Process

7.1 Delivery of Tender

7.2 Opening of Tender

7.3 Timescales

7.4 Queries

7.5 Appendices

7.6 Selection Criteria


1. HR Application - Core HR Database – Typical Fields

2. HR Application – Triggered Alerts – Sample Triggers

3. HR Application - Reports – Sample Reports

4. Payroll Application – Reports – Sample Reports

5. Payroll Application – Reports – Sample Export to General Ledger