XYZ Company
REQUEST FOR PROPOSAL
Applicant Tracking System (ATS)
March 1, 2010
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Request for Proposal
Applicant Tracking System
INTRODUCTION
XYZ Company (XYZ) . . . [add a brief description of what the company does from a
marketing brochure, or website.]
The project scope, system requirements, proposal format, and vendor selection process
are summarized in the following pages. Proposals must be received by 5:00 p.m.,
Friday, XXXXX, 2010. Please send, fax, or e-mail completed proposals to:
[Name of Contact Person]
XYZ Company
12345 Easy Street
Anytown, NY 20122
Phone XXX.XXX.XXXX
Fax XXX.XXX.XXXX
Email:
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PROJECT SCOPE
XYZ is looking for a complete integrated applicant tracking solution, including software,
configuration and installation, integration, testing, implementation, training, and on-going
software maintenance and technical support.
XYZ requires a system that is user friendly and intuitive. The system should allow job
openings to be easily posted and managed. The system should provide search and
report capabilities to hiring managers and HR staff. XYZ requires a system that works
for both external and internal hires. All data transmitted in the system, by applicants,
employees, hiring managers, and/or HR staff must be secure.
SYSTEM REQUIREMENTS
XYZ’s wish list of requirements for an ATS is listed in Attachment A. Please review and
complete Attachment A by noting if your system has the feature/capability existing as a
standard feature/capability in system, if it can be customized to include the
feature/capability, or if the feature/capability is unavailable.
PROPOSAL FORMAT
Part I
Vendor Information
Company name
Address
Contact person
Email address
Phone number
Part II
Company Information
Number of years in business
Company history
Ratio of support staff to clients
Part III
Description of Work
Description of work to be done
Detail maintenance options
Completion of Attachment A
Provide sample of an implementation plan
 Priorities
 Sequence of events
 Roles and responsibilities
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Part IV
Costs
Detail all initial costs to XYZ
Provide yearly maintenance and support costs for the first 5 years
Part V
References
Provide three references of contracts of similar size and scope performed
in the last 3 years. Include company name, contact name, job title, phone
number, and email address.
Please address any questions to:
[Name of Contact Person]
XYZ Company
12345 Easy Street
Anytown, NY 20122
Phone XXX.XXX.XXXX
Fax XXX.XXX.XXXX
Email:
Thank you. We look forward to reviewing your RFP and learning more about your
system.
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ATTACHMENT A
XYZ Company
ATS System Requirements and Availability Checklist
NOTE: Standard means feature/capability comes standard in the proposed system
Custom means proposed system can be customized to include feature/capability
N/A means feature/capability is not available in system
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Description
Standard
Custom N/A
Comments
EMPLOYMENT LIFECYCLE
Requisition & Position Control
 Hiring managers, as well as HR, can
create a requisition
 Help fields are provided for hiring
managers that may need help to create
a requisition
 Hiring managers can delegate
responsibility to another hiring manager
(i.e. in the event they are on vacation or
duties change)
 A requisition can be created for internal
positions with separate/different steps
than outside recruitments and ability to
design/change those steps
 A requisition can be created for
external candidates with ability to
design/change workflow and steps of
the process
 Requisitions can be electronically
routed for approvals
 Requisition can be approved by HR if
the requisition is stalled in the approval
process so that it can be moved
forward, even if approvals are pending
 System has email workflow capability
and template capability
 System allows for a hiring manager,
recruiter, department, location, etc. to
be changed once a requisition is
approved or open
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Standard
Custom N/A
Comments
System tracks this change (see above)
System tracks budgeted, authorized,
filled and open positions
System supports various types of
employment (i.e. FT, PT, XYZ Temps,
Agency temps, contractors,
consultants, interns, etc.)
Job Posting
 System provides an automated
process for job posting
 Hiring manager or HR can create a job
posting from a requisition or job
description
 System has templates for posting
similar jobs as opposed to posting from
scratch
 Hiring manager or HR can choose or
select posting choices (i.e. internal
only, internal & external at the same
time, promo opportunities & inter-dept
opportunities)
 Hiring manager or HR can choose or
select posting choices for outside
advertising
 Employees can apply for posted
openings via the Intranet (our internal
website) and external applicants can
apply for posted openings via the
Internet (our external site)
 Postings can have automatic close
dates
 Closed postings can be re-posted and
edited
 System has a resume builder as well
as the “cut and paste” feature for
resume entry. Both options are
available to both internal and external
applicants
 System allows for different document
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Custom N/A
Comments
types for uploading resumes
HR or hiring managers can search on a
candidate’s skills and competencies to
determine if they are qualified for the
posted position (internal or external
candidate)
System has functions of “e-recruiters”
or “Job Agents” for all applicants and
applicants can set criteria for auto
emailing of recently posted jobs that fit
their interest
 Time zone of where system servers are
located does not affect the hour the
postings are automatically removed
(automatic closing)
 System differentiates internal staff
versus external candidates
 System differentiates all types of
applicants (i.e. internal, external, XYZ
temporary workers on site, agency
temps on site, contractors, consultants,
etc.)
 Information is saved for applicants
applying for a job or editing their profile
and they can save and come back at a
later time without losing information
 System provides advertising
capabilities directly from the ATS and
integrates with job boards
Applicant Tracking
 Applicants can respond in various
ways, including web-based application
templates, HR keying applicant data,
attached resumes, etc.
 Applicants can view their application
status (i.e. reviewed, not reviewed,
does not meet minimum qualifications,
etc.)
 Applicants can sign up for a free webCalifornia Office
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Custom N/A
Comments
based e-mail account and link to
Hotmail or Yahoo mail when creating
their user account
Applicants can choose language
(English or Spanish, etc.)
Applicants can get on-line assistance
when applying or creating their profile
Applicants can be tagged for response
letters, system generates appropriate
and timely letters, notifications or
emails
System has interview scheduling and
communication capabilities using email
and MS Outlook
System has applicant search
capabilities: by name, search by skills,
experience, education, wild cards, etc.
System has capability to do “keyword
search” for applicants with a certain
skill set
Recruiters can tie late applicants to a
closed position for history purposes
Candidates can check on their
application (i.e. status or email request)
Applicant can withdraw from particular
positions for which they applied
Applicant process allows for storage of
questionnaires and assessments
Each applicant’s job application history
is stored and able to be reviewed
Multiple profiles can be merged
Name changes are supported and can
be searched upon
External applicants who apply, and are
hired, show as internal employee for
future opportunities. System updates
the profile, but does not destroy history
An employee who has been terminated
gets changed in the system and is
tagged
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Description
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
System allows for applicant status
updates to hiring managers or reverse
to recruiters with-in the system
 Applicants can store multiple resumes
and recruiters and hiring managers
only see the one that has been
submitted by the applicant for a
particular position
Employee Referrals
 System keeps track when employees
refer a friend or relative for
employment. Employee can enter on
the person’s behalf
 Referrals who are hired can be brought
over into our current HRIS System and
be flagged for payment of referral
bonuses automatically
 The system distinguishes employee
referrals from regular applicants
 Referrals time and date stamped
(Assists in determining who referred
who first, and who gets the referral
bonus if multiple referrals)
Vendor Relationship Management
 Recruiters can interact with temporary
agencies in the system regarding
temporary-to-fill positions
 Temporary applicant/employee data is
stored in the system and temporary
applicants/employees can be tracked
and reported on
ADMINISTRATION
 System provides a “note” field under
the requisition for recruiters notes
 Recruiter’s workbench can be
customized per individual
 Hiring manager’s workbench can be
customized per individual
 System allows for set-up and change of
departments and divisions for posting
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purposes
 System has capability for the creation
and use of applicant questionnaires
and scoring. Emails can be triggered
based on knock out or no fit of
applicants
 Job descriptions can be uploaded into
the system for job postings
 System allows HR to “inactivate” an
external applicant who is not eligible for
re-hire or any XYZ position
 System allows for the use of the Online
Consent Agreement and EEO
voluntary entries for AA reporting
 System capabilities include on-line preemployment screening forms to be
completed by applicant and there is
storage of these forms
 System capabilities include on-line
offer letters and new hire forms for
completion and storage
 System supports or integrates with prescreening background service
companies
 System utilizes on-line e-signatures
 System has default time out period for
applicant entry, but time frame for
timing out can be changed
REPORTING
Affirmative Action
 System assists with new OFCCP
Internet applicant regulations by
showing field(s) to identify applicant as
an “Internet Applicant”
 System tracks where applicants fall out
of the process with reason codes why
(i.e. did not meet basic qualifications,
did not respond to repeated phone
calls, took another position, etc.)
 System automatically saves previous
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versions of applicant’s data (if they
change or edit application/profile) to
comply with new recordkeeping
requirements
 System automatically tracks and saves
all searches in database including date,
criteria used to search, HR
staff/manager’s name, and results of
search to comply with new Internet
applicant recordkeeping requirements
 System capabilities include automated
way to determine if applicant meets
“basic qualifications” such as on-line
questionnaires where applicant can
self-qualify
 Applicants who meet basic
qualifications based on this system can
be flagged as “Internet Applicant” in
order to do reporting for adverse
impact testing
 If system supports hiring of temporary
and contract workers, etc., these
applicants/employees are automatically
taken out of AA/EEO reports (no need
to do adverse impact testing on temps,
etc.)
 System supports Affirmative Action
Plan preparations
 System has automatic VETS-100 and
AAP reports
 Reports can be customized
Recruiting Metrics
 System has standard metric reports
such as time to fill, cost per hire, etc.
 System has turnover reports from
Credit Union wide down to department,
division and hiring manager
 System has workflow reporting for
requisition approvals (shows where
the delay may be occurring)
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Description
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System has reports for temp usage and
costs
 System has reports for referral source
including advertising effectiveness
General
 System has an easy-to-use reporting
tool/software
 Reports can be updated/saved and
others can access these saved reports
 Workflow approvals can be tracked and
reported on
Ad-Hoc Reports
 System allows for user to choose fields
to report/extract data
 System has standard report output
formats
 System allows for user to define select
criteria
 Standard report export formats are
supported (CSV, XLS, PDF)
 System allows for calculated fields and
subtotaling
TECHNICAL DEMONSTRATION
Hardware Environment & S/W
Architecture
 System is supported by standard
platforms and physical environment
 System provides suggested backup
strategy (products and schedule)
 System has reasonable size
constraints and maximums (db size,
tables, users/clients, etc)
 All browser versions/types are
supported
 System has no (or few) software or
hardware incompatibilities or conflicts
Security Administration
 System has record (row) security
 System has field (column) security
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
System has position or role based
security
 System utilizes user id / passwords
 Password changes are done and
communicated securely (no passwords
sent in plain text via email)
 System has support of SSL (https:\\)
 System has/requires network security
Screen Customization
 System allows for upload of XYZ
graphics/banner and changes to match
XYZ branding
 System allows for changing screen
layout
 System allows adding fields
 System allows deleting fields
Database Changes
 System Running/Supporting (XYZ’s
system)
 System can create and add a new field
(User defined as well)
 System allows user to change field
size, format
 System allows user to build an edit (i.e.
data must be numeric, check ranges,
validate from tables)
 System allows for copy prod data to
dev environment for testing?
(frequency or turnaround on WO)
 Users can designate a field as
"required"
 Upgrades and new versions take into
account database/user field and screen
changes
 XYZ will have access to backups via
FTP site?
 Federal EEO/AA code changes are
updated within application
 Programming language of the base
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Description
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Comments
application and the web-based client
are commonly used
Implementation Process
 System implementation includes data
conversion process
 XYZ provides system consultant data
from existing ATS system using spec
sheet provided by ATS vendor
 Resumes will come over with
conversion data
System Upgrades/Support
 Upgrades (patches) are issued when
necessary
 Clients are notified of pending
upgrades in a timely manner by ATS
vendor
 Support hours are during work hours
PST
 Vendor has support escalation path
 Vendor has online knowledgebase
 Backups are stored on and off site
 Vendor has DR plan (locations,
timelines, etc…)
 Downtime/system issues are
communicated (splash screen) during
maintenance windows
 Company graphics be not affected by
upgrades
HRIS Interface
 Bi-directional interface is available
 Frequency and delivery of feed files is
available
 System has automatic linkage between
applicant and employee database;
applicant data is transferred to the new
employee HRIS record when hired
 System supports PGP encryption? (for
feed files)
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Description
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
If feed fails, data can be manually
updated
 There is support for table structure
changes and interface programs
 Feed upload can be run on the fly
 Table structure changes occur rarely
Disaster Recovery Process
 Standard processes are in place for
D.R.
 Replication processes are in place
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