The essentials
- Give suppliers enough context to demonstrate a relevant process.
- Ask for a demonstration using your scenario.
- Use approved fictional examples for demonstrations.
Explain your organisation
Give suppliers enough context to demonstrate a relevant process. Use approved information and keep employee-level data out of the RFP.
- Describe organisation size, locations and team structure.
- Explain current review and check-in processes.
- Describe matrix and dotted-line relationships.
- List the HR systems involved.
- State intended rollout scope and timing.
Evaluate the performance process
Ask for a demonstration using your scenario. Require suppliers to distinguish available capability, configuration, custom work and roadmap plans.
- Demonstrate goals, feedback, recognition and review context together.
- Show different forms, stages and participants by team.
- Show a multi-manager review with distinct reviewer responsibilities.
- Explain reminders, approvals and exception handling.
- Show the employee and manager experience on mobile.
Evaluate AI with evidence
Use approved fictional examples for demonstrations. Ask how outputs are checked and how behaviour changes are managed.
- Identify what AI does in each demonstrated workflow.
- Explain source references and human review.
- List model providers and subprocessors.
- Explain use of customer data for model training.
- Demonstrate permissions applied to AI context.
- Describe testing, monitoring and user correction processes.
Review security and integrations
Request current documentation and record unresolved items for your security team. A yes/no answer is not enough for a material control.
- Provide security architecture and data-hosting information.
- Explain encryption, SSO, provisioning and role-based access.
- Show audit logging and access review controls.
- Explain retention, deletion, export and incident notification.
- List supported integrations and their data direction.
- Provide relevant certifications with scope and validity dates.
Compare implementation and commercials
Use the same assumptions for every quote. Separate mandatory costs from optional services.
- Explain pricing basis, minimums and contract length.
- Itemise setup, migration, training and support.
- Define customer and supplier responsibilities.
- Explain renewal, termination and data export terms.
- Provide relevant customer references where approved.
Score requirements against your own priorities. Record evidence and open questions alongside the score. Read the AI evaluation guide before finalising AI requirements.
Turn the guidance into your next conversation.
Choose one action from this template, agree who owns it and set a date to review what changed. To explore how your process could work in New Dynamics, bring your current workflow to a demonstration.
