HR Buyer Resource Toolkit

The HR Buyer Resource Toolkit serves as an aid to both HR and Procurement professionals currently engaged or looking to engage into a contractual agreement with an HR Services and/or Technology Provider.  This resource library specifically serves the buyer of outsourced, HR Service and/or Technology Provider programs (further referenced as partnerships), providing Program Management resources (ie. tools, sample forms, best practices, etc.) for when a partnership is in place. And for HR Buyers looking to form a new partnership, there are resources to assist with the following stages or practices: Discovery, Evaluation/Assessment, Selection, Governance, and Implementation.

Think of these stages or practices, as your six chapters, each containing applicable resources to help guide your journey through each stage and practice.

This HR Buyer Resource Toolkit is provided in collaboration with the HRO Today Association 2023 Standards and Practices Committee. Members include Brian Bules (Chair), Brian Knapp, Nia Nikolopoulos, Predrag Pivarski, Maria Rosploch, Antoine Starke and Greg Vaughn. Their hard work and contributions helped build this new member resource.

All resources listed provide some context and a brief definition, while select resources (appx 40%) have an attached example or supporting document (ESD) to further assist in building or managing a partnership. Collectively, members identified 28 resources, 12 with a supporting ESD.  It is our plan that over time this resource library will grow, as well as remain relevant and useful.

1. Discovery Stage

In the Discovery Stage, companies research the [specific HR service or technology], exploring providers, products, testimonials, and case studies to inform outsourcing decisions.

2. Evaluation/Assessment Stage

The Evaluation or Assessment Stage is focused on a structured evaluation of the vendors’ proposals followed by negotiations that result in a final shortlist of vendors for final contract negotiations.

3. Selection Stage

Selecting the right vendor is crucial, akin to choosing a reliable partner. A well-informed decision during the Selection Stage ensures a lasting relationship, while a wrong choice may harm outsourcing projects. Proceeding with due diligence throughout the selection stage is optimal.

4. Governance

While effective discovery and contracting are essential foundations to a successful partnership between a buyer and seller, disciplined governance is often what ensures a solid relationship, quality service and opportunities to further develop the partnership in the future.

5. Implementation Stage

The Implementation Stage involves formalizing outsourcing ideas, defining transition projects, transferring staff (where applicable), and establishing a Service Level Agreement for a seamless transition to outsourced services.

6. Program Management Stage

Ongoing management of HR Services involves strategy, tactical elements, and collaboration between HR Services leader and client stakeholder to ensure success, efficiency, quality, and ROI. Note that while RPO and Talent Acquisition is the initial HR outsourced service focused on in this stage, there is intent to further develop for other service areas.

Disclaimer: Although this resource toolkit has been composed with the utmost care, neither author nor editor nor publisher can accept any liability for damage caused by possible errors and or incompleteness in this publication.  It is provided with the understanding that it should not replace the use of a (internal or hired) legal or accounting service where applicable and information may be changed or updated regularly to reflect the most popular opinions, as well as resources available.