The RFP Process

The first step of an RFP is to determine the scope of the effort. This will involve determining what system or systems will be involved in the effort, as well as what people and departments. The scope is generally bounded by a mission, or purpose statement - such as replace our existing payroll system. There can also be additional bounds placed on a scope, such as through budget, time constraints, and other limitations: use existing systems whenever possible.

One constraint that is often imposed on systems, not by intention but rather through default, is the bounding of the considered world of solutions. This happens, when a team is gathered to provide input to the requirements for a system, which doesn't know or appreciate the scope of possible solutions available. As a result, the team often defines requirements in terms of what they know, and what they have done, rather than in broader more encompassing terms. Of course, on the otherhand, without having some sense of the scope of what has been achieved, and what challenges remain in an area, the requirements team may create an unachievable dream. Or even if the dream is achievable, it's realization may not be within the scope of the time, money and resources available.

To prevent falling into either of these traps, one of the first tasks of an RFP team is to investigate, and inform the people who will contribute to the requirements of the known universe of potential solutions. This doesn't mean for the team to study each potential solution in detail, but rather to learn and pass on the scope and style of potential solutions. This can be done by investigating what others have done, in this and related areas. Or by sampling solutions offered by vendors.