Implementing a new CMS (Content Management System) is often a complex challenge that means careful planning and preparation is required. One of the key elements of this process is the creation of a request for proposal – also known as a request for proposal (RFP) – which will allow your company to get the best offer from potential suppliers or contractors.
In this article, we will outline what to keep in mind to ensure that the basic requirements are formulated clearly and comprehensively. In addition, we will show how to develop detailed requirements for CMS implementation and ensure good practice throughout the project.
RFP structure for the implementation of the new CMS
In an RFP (request for proposal) for the implementation of a new content management system (CMS), it is crucial to address the requirements in several main categories that will comprehensively identify the organisation’s needs and ensure that the best supplier is selected. The RFP should consist of the following elements:
- Introductory information: presentation of the aim and scope of the project and general information about the company.
- Description of current processes and area to be covered by the system: description of the current content management processes and the area to be covered by the new system.
- Functional requirements: description of the functional requirements of the new system, including requirements for content management, content editing, and other functions.
- Technical requirements: a description of the technical requirements of the new system, including infrastructure, software, and other technical aspects.
- Provider selection criteria: a description of the criteria that will be taken into account in the selection of the service provider.
- Project timetable: description of the project schedule, including deadlines and milestones.
- Budget and costs: description of the budget and costs associated with the implementation of the new system.
Estimating a budget for a CMS implementation can be a challenge, especially when considering infrastructure, licensing or customisation costs. Read our article on CMS implementation costs and price drivers to learn how to avoid unforeseen expenses and better plan your implementation project.
It’s also worth considering IT vendor partnership models that focus on achieving specific business goals, such as a performance-based approach. Find out more about the goal-based IT supplier-partner billing model and how this approach can help you effectively achieve your company’s goals.
Key elements of the enquiry for CMS implementation
Below are the key areas to be described in the request for proposals for CMS implementation:
1. Functional requirements
In this category, it is important to identify which system functions are key to achieving business objectives. It is worth focusing on:
- Content management, e.g. ease of creating and editing pages without technical support, workflow in content creation and approval.
- Support for multiple language versions – one or many?
- Serving multiple brands in a single tool – a multibrand solution.
- Content personalisation functions based on user data.
- Opportunities to automate processes such as content publishing or campaign management.
- Marking which functionalities will be ‘out of the box’, i.e. are a native solution of the CMS in question, and which will require custom development.
2. Non-functional requirements
This category describes the technical and operational parameters of the system that affect its performance, security and reliability. To be considered:
- System performance, e.g. the number of users it needs to handle simultaneously.
- Page loading times under heavy load conditions.
- Data security in line with legal regulations, e.g. RODO.
- Protection mechanisms against attacks, e.g. DDoS.
- Scalability of the solution, allowing the infrastructure to grow as traffic to the site increases.
3. Content management requirements
In this section, it is necessary to specify which content management processes need to be supported by the system, such as:
- Possibility of easy publication planning.
- Content versioning and the ability to undo changes.
- Support for various media formats and integration with resource libraries.
4. Integration requirements
Determining which systems the new CMS needs to work with, e.g:
- What place the CMS has in the architecture and with which other tools it is to be integrated.
- Integration with marketing tools such as email marketing platforms.
- Integration with the organisation’s digital asset management (DAM) systems.
- Connection to existing analytics systems, e.g. Google Analytics.
- Support for APIs to facilitate communication between systems.
5. Technical support and development requirements
Describe the expectations of the supplier in terms of support and further development of the system, e.g.:
- Continuous availability of technical support (SLA).
- Regular system updates to maintain security and compliance with new standards.
- Ability to further develop the functionality of the system as the organisation needs.
Summary
Describing these categories in the RFP will allow suppliers to better understand the company’s expectations and deliver a solution tailored to its specific needs. Each category should include specific examples to help illustrate the requirements.
Before working with a supplier, it’s worth reviewing their approach to technical support and future system development. Use our checklist of questions to ask your IT provider to ensure you choose a partner that will help you achieve your goals.
Author
Michał Łukawski
IT Client Partner
With more than 17 years of experience in the IT industry, Michal Lukawski supports corporate clients in creating and developing digital products that respond to real business needs. He served as Managing Director of SYZYGY Warsaw and was part of the team responsible for the organisation’s transformation to turquoise. His approach combines understanding of business needs with building lasting relationships based on transparency and shared responsibility.
Author, among others:
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Before you choose an IT provider: ask about the total cost
Initial costs are only part of the investment. To avoid unexpected expenses and choose a partner who understands your organisation’s needs. Download checklist-of-questions as a PDF📧 and find out what questions to ask your IT provider to make sure their offering meets your needs and long-term goals.
