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Select a Workforce Management Solution
Description:
You can't always get what you want, but if you try, you can get a WFMS that meets your needs.
Your Challenge
- There are quite a few solutions on the WFM market to choose from, and it may be difficult to determine what makes one vendor better than another.
- Deployment options include on-premise, SaaS, and traditional managed hosting and determining which to use can be challenging.
- Create a shortlist of Workforce Management Solution (WFMS) vendors, select which is the best fit for the enterprise, and make sure the right selection process is in place.
- Implementation can be time-consuming and a nightmare. Understand what should be done to address some common pitfalls.
Our Advice
Critical Insight
- A WFMS is an application that covers all the processes needed to forecast labor needs, schedule and deploy the workforce, track the nature and amount of time worked, and manage the total cost of labor. The solutions offer cost savings, operational efficiencies, and better management of human capital. It’s estimated that a WFMS saves between 2 and 9% of payroll.
- A WFMS is most valuable for companies that have a lot of complex rules and regulations that influence work processes and must be complied with, and that need current, accurate data and information accessible for various people.
- Current technologies facilitate cutting edge user interfaces and fuel the need for increased mobile functionality in solutions. These are key differentiators between vendors.
- Implementation success begins before you select a vendor. Form a project team to represent all end-users and business units in contact with the WFMS to gather all viewpoints throughout the whole WFMS selection and implementation process.
- The key to implementation success is in having good processes and plans laid out, and involving end-users at all points of the implementation process.
Impact and Result
- Understand whether your organizational environment necessitates a WFMS.
- Assess potential benefits in order to purchase the right components to maximize payback.
- Prepare an RFP and a demo script for vendor evaluations.
- Create a shortlist of WFMS vendors and select which is the best fit for your organization.
Get to Action
1. Understand WFMS requirements and compare vendors
Choose the right vendor and delivery method for your organization.
- Storyboard: Select a Workforce Management Solution
2. Determine if a WFMS is appropriate for the enterprise
Ensure that the WFMS investment is right for the enterprise and that a project team is formed with clear expectations and responsibilities.
- Workforce Management Solution Appropriateness Assessment
- Workforce Management Solution Selection Team Charter
3. Identify vendors and solicit information
Evaluate RFP responses to establish a shortlist.
- Workforce Management Solution RFP Template
- Workforce Management Solution RFP Response Evaluation Tool
4. Select and test potential WFMS
Identify the WFMS that best meets organizational needs.
- Workforce Management Solution Vendor Shortlist Tool
- Workforce Management Solution Vendor Demo Script
*This is a bundle package with multiple titles
Your Challenge
- There are quite a few solutions on the WFM market to choose from, and it may be difficult to determine what makes one vendor better than another.
- Deployment options include on-premise, SaaS, and traditional managed hosting and determining which to use can be challenging.
- Create a shortlist of Workforce Management Solution (WFMS) vendors, select which is the best fit for the enterprise, and make sure the right selection process is in place.
- Implementation can be time-consuming and a nightmare. Understand what should be done to address some common pitfalls.
Our Advice
Critical Insight
- A WFMS is an application that covers all the processes needed to forecast labor needs, schedule and deploy the workforce, track the nature and amount of time worked, and manage the total cost of labor. The solutions offer cost savings, operational efficiencies, and better management of human capital. It’s estimated that a WFMS saves between 2 and 9% of payroll.
- A WFMS is most valuable for companies that have a lot of complex rules and regulations that influence work processes and must be complied with, and that need current, accurate data and information accessible for various people.
- Current technologies facilitate cutting edge user interfaces and fuel the need for increased mobile functionality in solutions. These are key differentiators between vendors.
- Implementation success begins before you select a vendor. Form a project team to represent all end-users and business units in contact with the WFMS to gather all viewpoints throughout the whole WFMS selection and implementation process.
- The key to implementation success is in having good processes and plans laid out, and involving end-users at all points of the implementation process.
Impact and Result
- Understand whether your organizational environment necessitates a WFMS.
- Assess potential benefits in order to purchase the right components to maximize payback.
- Prepare an RFP and a demo script for vendor evaluations.
- Create a shortlist of WFMS vendors and select which is the best fit for your organization.
Get to Action
1. Understand WFMS requirements and compare vendors
Choose the right vendor and delivery method for your organization.
- Storyboard: Select a Workforce Management Solution
2. Determine if a WFMS is appropriate for the enterprise
Ensure that the WFMS investment is right for the enterprise and that a project team is formed with clear expectations and responsibilities.
- Workforce Management Solution Appropriateness Assessment
- Workforce Management Solution Selection Team Charter
3. Identify vendors and solicit information
Evaluate RFP responses to establish a shortlist.
- Workforce Management Solution RFP Template
- Workforce Management Solution RFP Response Evaluation Tool
4. Select and test potential WFMS
Identify the WFMS that best meets organizational needs.
- Workforce Management Solution Vendor Shortlist Tool
- Workforce Management Solution Vendor Demo Script
*This is a bundle package with multiple titles
Contents:
- Storyboard: Select a Workforce Management Solution (powerpoint)
- Workforce Management Solution Appropriateness Assessment (excel)
- Workforce Management Solution Selection Team Charter (word)
- Workforce Management Solution RFP Template (word)
- Workforce Management Solution RFP Response Evaluation Tool (excel)
- Workforce Management Solution Vendor Shortlist Tool (excel)
- Workforce Management Solution Vendor Demo Script (word)
- Workforce Management Solution Appropriateness Assessment (excel)
- Workforce Management Solution Selection Team Charter (word)
- Workforce Management Solution RFP Template (word)
- Workforce Management Solution RFP Response Evaluation Tool (excel)
- Workforce Management Solution Vendor Shortlist Tool (excel)
- Workforce Management Solution Vendor Demo Script (word)
Contents:
- Storyboard: Select a Workforce Management Solution (powerpoint)
- Workforce Management Solution Appropriateness Assessment (excel)
- Workforce Management Solution Selection Team Charter (word)
- Workforce Management Solution RFP Template (word)
- Workforce Management Solution RFP Response Evaluation Tool (excel)
- Workforce Management Solution Vendor Shortlist Tool (excel)
- Workforce Management Solution Vendor Demo Script (word)
- Workforce Management Solution Appropriateness Assessment (excel)
- Workforce Management Solution Selection Team Charter (word)
- Workforce Management Solution RFP Template (word)
- Workforce Management Solution RFP Response Evaluation Tool (excel)
- Workforce Management Solution Vendor Shortlist Tool (excel)
- Workforce Management Solution Vendor Demo Script (word)
Companies Mentioned
*Storyboard: Select a Workforce Management Solution
There is little differential between the key vendors in the Workforce Management Solution (WFMS) space in terms of typical workforce management features. However, there are differences in the mobile functionality offered by vendors. Pay attention to your more specific functional, technology, and mobile requirements when assessing prospective solutions – as most WFMS features are commodity items and deciding to invest in more advanced functionality comes at a price premium.
Use this Solution Set to:
- Review the key functional and technology WFMS requirements.
- Navigate the confusing vendor landscape by creating an RFP and using Info-Tech’s vendor evaluations.
- Select the right solution by using a vendor demonstration scripts and an RFP scoring tool.
Ensure you make the correct WFMS decisions for your enterprise needs, from strategy to selection to implementation.
*Workforce Management Solution Appropriateness Assessment
The decision to deploy a Workforce Management Solution (WFMS) is not readily apparent for all organizations. Some organizations are unsure about whether a WFMS would add value to the business. These organizations require objective guidance to determine if they need a WFMS. This tool gives that guidance by providing:
- Questions for establishing your current workforce management environment and processes.
- Rationale for why the factors described in the questions warrant a WFMS.
- A recommendation about whether a WFMS is an appropriate tool for your organization.
Use this tool to gauge whether a WFMS fits with your organizational environment and business needs.
*Workforce Management Solution Selection Team Charter
To keep your Workforce Management Solution (WFMS) project and selection team on track, use a team charter to clarify expectations and responsibilities. A team charter is a valuable tool that can act as a sort of contract that clarifies expectations of individual team members and holds them accountable for meeting those expectations. The WFMS selection team charter template will help you outline:
- The team’s mandate.
- Membership.
- Leadership.
- Operating procedures for team meetings, decision making, and communications.
Using this editable Word template to draft a charter for your WFMS selection team at the start of your project will get the team on the right track and help them stay there.
*Workforce Management Solution RFP Template
Creating an RFP is a critical step in the vendor selection process. This comprehensive template includes a number of important items to help you make easy work of RFP development:
- The Statement of Work
- Proposal Preparation Instructions
- Scope of Work
- Specification & Requirements
- Vendor Qualifications & References
- Budget & Estimated Pricing
- Vendor Certification
A detailed RFP saves time in the selection process, and ensures that you select a best-fit solution for the enterprise.
*Workforce Management Solution RFP Response Evaluation Tool
This comprehensive tool comes pre-built with all the important criteria you should be considering when evaluating RFP responses. Use this tool to:
- Employ an objective scoring mechanism for evaluation criteria.
- Normalize scores across vendors for an unbiased vendor assessment.
- Drive the selection meeting with the procurement department.
Put hard numbers behind vendor claims, and keep evaluations objective by effectively scoring RFP responses.
*Workforce Management Solution Vendor Shortlist Tool
Info-Tech conducted its own market evaluation of eight key workforce management solutions. Use this tool to:
- Profile your workforce management requirements.
- Generate a rank-ordered vendor shortlist from a list of vendors to best fit the needs of the enterprise.
- Produce a custom Vendor Landscape diagram for your organization.
Narrow the vendors to a shortlist of solutions that best satisfy enterprise requirements before sending out RFPs and scheduling vendor demonstrations.
*Workforce Management Solution Vendor Demo Script
Live Workforce Management Solution (WFMS) product demos are imperative for enterprises that are in the vendor shortlisting process. This vendor demo script is designed to provide vendors with a consistent set of instructions ensuring an objective comparison of product features – while your team of critical decision makers evaluates ease-of-use from end user and IT perspectives. This template comes pre-built with six common scenarios to leverage:
- Employee & manager self-service
- Analytics & reporting
- Scheduling
- Time & attendance
- Forecasting
- Support services
Vendor demos are essential for evaluating WFMS user experiences for anyone who will be using the solution, including managers, employees, HR, and IT. Allowing vendors to run the demo without your guidance will only highlight their strengths and present a subjective and skewed view of their product offering.
There is little differential between the key vendors in the Workforce Management Solution (WFMS) space in terms of typical workforce management features. However, there are differences in the mobile functionality offered by vendors. Pay attention to your more specific functional, technology, and mobile requirements when assessing prospective solutions – as most WFMS features are commodity items and deciding to invest in more advanced functionality comes at a price premium.
Use this Solution Set to:
- Review the key functional and technology WFMS requirements.
- Navigate the confusing vendor landscape by creating an RFP and using Info-Tech’s vendor evaluations.
- Select the right solution by using a vendor demonstration scripts and an RFP scoring tool.
Ensure you make the correct WFMS decisions for your enterprise needs, from strategy to selection to implementation.
*Workforce Management Solution Appropriateness Assessment
The decision to deploy a Workforce Management Solution (WFMS) is not readily apparent for all organizations. Some organizations are unsure about whether a WFMS would add value to the business. These organizations require objective guidance to determine if they need a WFMS. This tool gives that guidance by providing:
- Questions for establishing your current workforce management environment and processes.
- Rationale for why the factors described in the questions warrant a WFMS.
- A recommendation about whether a WFMS is an appropriate tool for your organization.
Use this tool to gauge whether a WFMS fits with your organizational environment and business needs.
*Workforce Management Solution Selection Team Charter
To keep your Workforce Management Solution (WFMS) project and selection team on track, use a team charter to clarify expectations and responsibilities. A team charter is a valuable tool that can act as a sort of contract that clarifies expectations of individual team members and holds them accountable for meeting those expectations. The WFMS selection team charter template will help you outline:
- The team’s mandate.
- Membership.
- Leadership.
- Operating procedures for team meetings, decision making, and communications.
Using this editable Word template to draft a charter for your WFMS selection team at the start of your project will get the team on the right track and help them stay there.
*Workforce Management Solution RFP Template
Creating an RFP is a critical step in the vendor selection process. This comprehensive template includes a number of important items to help you make easy work of RFP development:
- The Statement of Work
- Proposal Preparation Instructions
- Scope of Work
- Specification & Requirements
- Vendor Qualifications & References
- Budget & Estimated Pricing
- Vendor Certification
A detailed RFP saves time in the selection process, and ensures that you select a best-fit solution for the enterprise.
*Workforce Management Solution RFP Response Evaluation Tool
This comprehensive tool comes pre-built with all the important criteria you should be considering when evaluating RFP responses. Use this tool to:
- Employ an objective scoring mechanism for evaluation criteria.
- Normalize scores across vendors for an unbiased vendor assessment.
- Drive the selection meeting with the procurement department.
Put hard numbers behind vendor claims, and keep evaluations objective by effectively scoring RFP responses.
*Workforce Management Solution Vendor Shortlist Tool
Info-Tech conducted its own market evaluation of eight key workforce management solutions. Use this tool to:
- Profile your workforce management requirements.
- Generate a rank-ordered vendor shortlist from a list of vendors to best fit the needs of the enterprise.
- Produce a custom Vendor Landscape diagram for your organization.
Narrow the vendors to a shortlist of solutions that best satisfy enterprise requirements before sending out RFPs and scheduling vendor demonstrations.
*Workforce Management Solution Vendor Demo Script
Live Workforce Management Solution (WFMS) product demos are imperative for enterprises that are in the vendor shortlisting process. This vendor demo script is designed to provide vendors with a consistent set of instructions ensuring an objective comparison of product features – while your team of critical decision makers evaluates ease-of-use from end user and IT perspectives. This template comes pre-built with six common scenarios to leverage:
- Employee & manager self-service
- Analytics & reporting
- Scheduling
- Time & attendance
- Forecasting
- Support services
Vendor demos are essential for evaluating WFMS user experiences for anyone who will be using the solution, including managers, employees, HR, and IT. Allowing vendors to run the demo without your guidance will only highlight their strengths and present a subjective and skewed view of their product offering.
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