Performance management software RFP template

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.